AGENDA ANNUAL MEETING

Transcription

1 Thomas Jefferson Planning District Commission Thursday, June 1, 2017 at 7 pm at Water Street Center 401 E. Water Street, Charlottesville AGENDA ANNUAL MEETING 1. Call to Order 7:00 2. Matters from the Public a. Comments by the public are limited to no more than 2 minutes per person. b. Staff Presentations (click here for presentation) i. Nelson County Nick Morrison & Wood Hudson i. Rockfish Valley Small Area Plan ii. Route 29 Corridor Economic Development Plan 3. * Consent Agenda Action Items: a. * Minutes of the May 4, 2017 Meeting (click here for draft minutes) b. * Intergovernmental Reviews No IGRs received April c. * Monthly Financial Reports April 2017 (click here for financial reports) 7:00 7:30 7:30 7:35 4. Old Business a. FY 2018 Affordable Housing Initiative 7:35 8:15 5. * Election of Officers a. Election of Chair, Vice-Chair, Treasurer & Secretary for FY :15 8:20 6. Executive Director s Report a. The Executive Director s Report is attached. (click here for report) 7. New Business a. * Appointment of TJPDC Representative to: (click here for document) Thomas Jefferson Community Land Trust Thomas Jefferson Area Coalition for the Homeless b. Next Meeting August 3, 2017-Greene County c. Roundtable Discussion by Jurisdiction 8:20 8:30 8:30 8:45 8. * ADJOURN 8:45 *Proposed action items

2 Memorandum TO: Thomas Jefferson Planning District Commission From: TJPDC Staff Date: May 22,2017 RE: Rural Planning (Nelson Rockfish Valley Area Plan and Route 29 Economic Development Corridor Plan) Purpose: TJPDC staff will be providing the commission with an overview of recent planning projects in Nelson County. Staff will be discussing the recently completed Rockfish Valley Area Plan and the ongoing Route 29 Economic Development Corridor Plan. Background: TJPDC staff have been working under contract to assist Nelson County with two area based mini comprehensive plans. Rockfish Valley Area Plan: Was developed as a mini comprehensive (or area plan) that focused on Nelson County s high growth and tourism corridors which extend along Routes 151 and 6. The Rockfish Plan was funded in part by Nelson County and an VDACS AFID Planning Grant. The plan focused conducting a through community analyses that looked at the Rockfish Valley area strengths and weaknesses. The key deliverable of the plan was a list of actionable goals and objectives that provide elected officials and policy makers with a menu of land use and transportation options. The planning process was divided into two phases with phases I beginning in January 2016 and Phase II wrapping up in January of Route 29 Economic Development Corridor Plan: The Economic Development Corridor Plan is on target for a June completion date. This project was a response to the Nelson County Board of Supervisors identified priority of analyzing the economic development potential of the US 29 corridor. Significant research and analysis has been done on existing land use patterns in the study area, spatial data gathering on area assets, and a comprehensive business inventory have all been completed. Community engagement efforts have been widely successful, with over 450 survey responses and 1000 written comments from the public. Based on responses from the survey and previous research efforts, a SWOT (strength, weaknesses, opportunities, and threats) analysis of the study area was developed. Sub-contractor 310 Ltd recently completed a strategic marketing plan which will serve as a stand-alone document. The TJPDC s key deliverable for this project will be concise plan with clear and implementable recommendations for the corridor. Discussion: TJPDC staff will provide the Commission with a presentation outlining the key accomplishments and highlights from the two plans. Copies of Planning documents are available online and are linked below. Actions: No action required. This item is for information and discussion only. For questions please contact Wood Hudson at whudson@tjpdc.org (434) or Nick Morrison at nmorrison@tjpdc.org (434) Links: Rockfish Valley Area Plan: VDACS AFID Planning Grants: Route 29 Economic Development Corridor Plan

3 Nelson County Planning Efforts TJPDC BOARD OF COMMISSIONERS MAY 25 TH 2017

4 Rockfish Valley Area Plan JANUARY 2016-JANUARY 2017

5 Project Background A public planning effort conducted by TJPDC & Nelson County Staff split into a two-phase process: PHASE I: Area analysis & public engagement PHASE II: Recommendations & strategies RVAP was an effort to understand how ongoing changes & future development in the study area can occur harmoniously with & complimentary to the area s unique sense of place The planning process included: An up-to-date analysis of community assets (land use, local economy, natural and historic resources, infrastructure, etc.) Evaluation of recent land use patterns & development patterns Identification of community concerns, desires, & priorities through public engagement An analysis of the community s Strengths, Weaknesses, Opportunities, & Threats Development of short & long-term goals for meeting community needs An audit of current County code & ordinances A framework for balancing growth & preservation

6 The Study Area Quick Facts Study area size: 103 Square miles Population: 7,749 Population Density: 32 persons per square mile. Median Age: 51 Major Roads: Rtes. 151, 6, & 664 Major Industries: Accommodations, services, & agriculture, and tourism

7 Public Engagement Highlights The community was highly engaged throughout the process 125 attendees at first open house meeting 437 responses to the community survey 250 written comments received 4 working group meetings Second public open house had 30 attendees for one-on-one discussion w/project team

8 Area Analysis Highlights Land Cover Prime Farmland

9 Area Analysis Highlights Utility Availability Current Zoning

10 Area Analysis Highlights Crash Hotspots Truck Traffic

11 Final Deliverable

12 Route 29 Economic Development Corridor Plan NOVEMBER 2016-JUNE 2017

13 Project Background The Route 29 Corridor Study was a collaborative effort between the TJPDC, Nelson County, and 310 Ltd. The Board of Supervisors identified economic development efforts along the 29 corridor as a priority This study aimed to analyze current demographic & land use data to develop a strategic plan for guiding and managing growth along the corridor and providing the County with a list of prioritized recommendations to implement the vision & goals of the plan. 310 Ltd s role was to produce a marketing strategy for the corridor The planning process included: An up-to-date analysis of community assets (land use, local economy, natural and historic resources, infrastructure, & transportation.) An comprehensive analysis and inventory of existing businesses A historical narrative background on the study area Identification of community attitudes, desires, & priorities towards economic development through a public survey An analysis of the study area s Strengths, Weaknesses, Opportunities, & Threats Development of short & long-term goals for meeting community needs

14 Key Project Deliverables Historical narrative on the history of the study area Asset inventory analyzing current conditions with maps of: Available utilities Cultural & historical resources Current land use and zoning Environmental constraints Traffic volumes (including truck traffic) Median household income Tax values A community survey Inventory of businesses in the study area SWOT analysis A strategic marketing plan (310 Ltd.) A final toolkit of recommendations

15 The Study Area Quick Facts Study area size: 42.5 Square miles 483 businesses in the study area Central Virginia Electric Co-op, California Sidecar, and Food Lion are largest employers

16 Public Engagement Highlights As with the RVAP, Nelson residents were highly engaged in this process 453 survey responses Over 1000 written comments received Mapped where respondents lived and worked by zip code

17 Area Analysis Highlights

18 Area Analysis Highlights

19 Area Analysis Highlights

20 Next Steps The working group had its final meeting on Thursday May 25 th The final document is being assembled A presentation including both 310 Ltd s marketing report and the TJPDC s report will be present to the BOS in June

21 THOMAS JEFFERSON PLANNING DISTRICT COMMISSION Draft Minutes, May 4, 2017 Commissioners Present: Rick Randolph Albemarle County Brad Sheffield Albemarle County Genevieve Keller Charlottesville Tony O Brien Fluvanna County Keith Smith Fluvanna County Dale Herring Greene County Andrea Wilkinson Greene County Tommy Barlow Louisa County Stephanie Koren Louisa County Larry Saunders Nelson County Commissioners Absent: Bob Fenwick Charlottesville Tim Padalino Nelson County Staff Present: Chip Boyles, Executive Director Billie Campbell, Senior Program Manager Sara Pennington, RideShare Program Manager Don Reed, Finance Director Guests Present: Martin Millspaugh, UVA Student Call to Order: Chair Andrea Wilkinson called the Commission meeting to order. Matters from the Public: Comments from the Public: None RideShare Staff Presentation: Sara Pennington provided additional information and data for the RideShare Program, as requested by the Commission at their April meeting. She displayed a map of current Park and Ride lots that are used/managed by the Rideshare program regionally, and a detail map showing Park and Ride locations in close proximity to I-64. RideShare staff conduct quarterly inventories of the Park and Ride lots. Sara shared graphs showing the average number of parking spaces filled lot and the utilization rate for each for each Park and Ride in For the Ride Matching Data Base, there were a total of 472 Active Registrants in 2016 and an average match rate of 51%. For 2017 to date, the total of Active Registrants increased to 525. The breakdown for the localities in the TJPD are: Albemarle Charlottesville Fluvanna Greene Louisa Nelson Additionally, there are 80 registrants in Waynesboro/Staunton, and a total of 132 for the Central Shenandoah PDC region. There was a total of 175 Guaranteed Ride Home Registrants in the TJPD in Albemarle: 31; Charlottesville: 31; Fluvanna: 8; Greene: 10; L:10; and Nelson: 10. For 2017 to date, the total is 176. The RideShare program will do a push for registration in the Guaranteed Ride Home program, which is available to anyone using any alternate mode of transportation for 2 days per week. If everyone opted to carpool just one day a week, the traffic on the nation s major highways and roads would be reduced by as much as 20%.

22 Consent Agenda: The consent agenda consisted of the draft minutes of the April 6, 2017 meeting. There were no Intergovernmental reviews (IGRs) to bring before the Commission. Andrea Wilkinson noted a correction to the minutes for the Greene County roundtable comments. The last sentence should read Andrea Wilkinson shared that Greene County Economic Director Alan Yost has put a Public Private Partnership in place for expansion of the Lydia Mountain Cabins. This includes a private grant to match County tourism funds, in addition to owner investment. On a motion by Brad Sheffield seconded by Rick Randolph, the Commission unanimously approved the Consent Agenda, with corrections to the April minutes as noted, and Genevieve Keller, Tony O Brien, Dale Herring, and Tommy Barlow abstaining on the minutes. Resolutions: Approval of FY18 Annual Operating Budget: Chip Boyles reviewed the memo in the meeting packet and the budget in tabular form showing the FY16 final budget, FY16 Actuals, the FY17 Operating Budget, and the FY18 Projected Operating Budget, being considered for adoption at this meeting. The TJPDC Bylaws state that the budget and work program for the ensuing fiscal year shall be approved by the Commission at or before the regular meeting in May. The budget may be amended by the Commission at any Commission meeting. The FY18 Budget presented is balanced with projected revenues and expenditures of $2,043,402. The final budget will be provided for Commission consideration at the February meeting, at which time we will have more definitive revenues identified for FY18. The proposed budget reflects funding for the proposed work program, with some figures included for potential projects not yet awarded or under contract. At this point in the year, TJPDC does not have a full commitment of local funding, awards or contracts for FY18. Funds included reflect recently awarded projects and estimates of potential projects that have a very high likelihood of being awarded. Staff includes only potential funding sources that we are very sure will be awarded. Staffing costs are based on retaining the current 11 staff, and increasing the hours for the Legislative Liaison from 30 to 40 hours per week, with additional program duties assigned and hours charged to the Legislative Program reduced to balance the local contributions for that program. Health insurance costs are expected to increase by 2%, with the increase borne equally between the TJPDC and employees. On a motion by Keith Smith, seconded by Brad Sheffield, the Commission unanimously approved the Resolution Approving the FY18 TJPDC Annual Operating Budget and Work Plan. FY17-18 Action Plan for the City of Charlottesville and the Thomas Jefferson HOME Consortium: Billie Campbell provided the staff report. The Action Plan presented for adoption has few changes from the Draft for Public Comment presented for the public hearing at the April meeting. No formal comments were received. Allocations are still not known, and the plan will not be due to HUD until that information is received and incorporated into the Action Plan. Once allocations are known, funded amounts for local projects will be adjusted proportionately. On a motion by Keith Smith, seconded by Brad Sheffield, the Commission unanimously approved the FY17-18 Action Plan for the City of Charlottesville and the Thomas Jefferson HOME Consortium, including a provision that funded amounts for local projects will be adjusted proportionately after final allocations are known. Resolution Recommending Support for Cross-Commonwealth Amtrak Service: Chip Boyles indicated that the Virginia Department of Rail and Public Transportation (DRPT) is currently updating the State Rail Plan (SRP). In order for potential projects to be eligible for Federal funding, they must be included in the plan; funding is not assured. There is currently good north-south service, but little service east to west. The Cross-Commonwealth route that Amtrak is proposing would connect Hampton Roads, Richmond and Charlottesville, along with destinations in the western parts of the State. At their January meeting, the Rural Transportation Advisory Committee recommended approval of a resolution of support for this proposed service. On a motion by Brad Sheffield, seconded by Gennie Keller, the Commission Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\3a. TJPDC Draft Minutes docx 2

23 unanimously approved the Resolution Recommending Support for Cross-Commonwealth Amtrak Service. Finance Report: Quarterly Financial Reports for the Quarter ending March 31, 2017 were provided in the meeting packet, including the Dashboard Report, the Consolidated Profit and Loss (P&L) Statement, the Balance Sheet, and the Accrued Revenue Report. Net quick assets have increased to $514,783. This is the second highest level in twelve months. Based upon the twelve-month average for operating expenses, TJPDC has over 6 months of available operating expenses. Unrestricted Cash on Hand as of March 31, 2017 was $407,269, representing over 5 months of average monthly operating expenses, exceeding the target of 4 months, and the highest cash on hand balance in over 21 months. There was a net gain of $22,151 of revenues over expenses for the month, resulting in a year-to-date net gain of $24,956. The FY17 Budget estimates a $54,685 net gain for the year, and it is expected that TJPDC will meet or exceed that amount by the end of the fiscal year, June 30, Actual revenues for the first three quarters of the year are at 60% of budget and expenses are at 70% of budget. Unexpended RideShare funds as of June 30 would be lost; some available RideShare funds may be used for advertising. Unexpended funds for MPO would be available in FY19. Unexpended balances for all other programs would carry forward to FY18. Executive Director s Report: The written report was included in the meeting packet. Chip Boyles highlighted some items from his report, not covered elsewhere in the meeting: Items highlighted from the ED s Report: TRANSPORTATION: Contracts are now in place for the MPO to coordinate a small area plan effort for the next phase of Route 29 solutions that includes the Hydraulic/29 intersection and Hydraulic Extended South projects. The advisory panel began meeting twice a month in March. A first public meeting was held April 26th. GO VIRGINIA: GO Virginia appears to have almost full funding restored for planning and capacity activities to occur in FY17 and FY18. TJPDC and Rappahannock-Rapidan Regional Commission are working together on a proposal to CVPED for planning management and other administrative services to CVPED for GO Virginia efforts. A Request for Proposals (RFP) for the economic development study was released on May 1, 2017 with proposals due May 15. Other Business: Notice of Officer Nominating Committee Recommendations: Brad Sheffield reported for the Nominating Committee, which also included Andrea Wilkinson and Tim Padalino. The Committee met at the close of the regular TJPDC monthly meeting on April 6, The Nominating Committee recommends the following slate for officer election for FY 2018: Gennie Keller Chair Rick Randolph Vice Chair Keith Smith Treasurer Chip Boyles - Secretary A written notice was also included in the Meeting Packet, to serve as the official notice as required by the TJPDC Bylaws. TJPDC Quarterly Report: The Summary of TJPDC Activities for January through March 2017 was included in the meeting packet as an information item. The report is distributed to all elected officials, finance directors, and TJPD Commissions on a quarterly basis. Notes from the April 25 Staff Meeting were also included in the packet as an information item; Commissioners indicated they did not need to receive notes of all staff meetings. Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\3a. TJPDC Draft Minutes docx 3

24 Next Meeting: The next meeting is scheduled for June 1, This will be the annual meeting and will include the election of officers. A staff report will be provided on recent TJPDC projects for Nelson County: Rockfish Valley Area Plan and the Nelson County Route 29 Economic Corridor Plan. The Commission will also be asked to designate a regional representative to serve on the Boards of the Thomas Jefferson Area Coalition for the Homeless (TJACH) and the Thomas Jefferson Community Land Trust (TJCLT). Staff will develop an overview of these two boards and solicit suggestions for the appointments from the two organizations. Keith Smith noted that he and his Leadership Charlottesville team had developed a video for the TJCLT. TJPD Commissioner Roundtable Reports: Fluvanna: Tony O Brien reported that the County Board of Supervisors approved a tax rate of $0.915 per $100 of assessed value as compared to a rate of $0.907 in FY17. The 2017 Residents Survey ranked economic development as the top concern. There is strong interest in the Zions Crossroads area. The Broadband Task Force is continuing to meet. Greene: Dale Herring noted that the Board of Supervisors was finalizing the FY18 budget. He indicated that the BOS heard presentation on funding options for the water system. The County is making slow but steady progress on Broadband, through a survey and mapping effort. Nelson: Larry Saunders announced that the County had hired a Planning Director, who will also become the County s citizen representative on the TJPD Commission. Louisa: Stephanie Koren reported that Louisa was expediting towers to expand broadband Internet service, with construction expected to begin by late summer. County staff have developed a detailed Scope of Work for the Lake Anna Area Study, to be part of the Comprehensive Plan Review. Tommy Barlow added that the budget process was complete. The funding for the Comprehensive Services Act (CSA) was significantly over projections, canceling out the $450,000 of savings in the budget. Albemarle: Rick Randolph noted that a new bill passed by the General Assembly could have an impact on the process for possible relocation of the Circuit Courts. The Board will consider one or two citizens to be named to the new Broadband Authority. He noted that TJPDC has helped with the facilitation process for two areas for the County s Neighborhood Initiative. Charlottesville: Gennie Keller reported that Chip Boyles and former TJPDC Executive Director Nancy O Brien recently spoke about the TJPDC s role and history at a forum. The response to the presentation was very positive; it was a good summary of the PDC. Gennie suggested having Nancy come to a future meeting to orient Commissioners. Closed Session: Brad Sheffield moved that the Commission go into a closed meeting pursuant to Section (A)(1) of the Code of Virginia to discuss the performance of specific employees of the Commission. Stephanie Koren seconded. Commissioners voting for the motion were: Tommy Barlow, Dale Herring, Gennie Keller, Stephanie Koren, Tony O Brien, Rick Randolph, Larry Saunders, Brad Sheffield, Keith Smith and Andrea Wilkinson. Closed Session Certification: Brad Sheffield moved that the Commission certify by a recorded vote that, to the best of each Commission member s knowledge, only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorized the closed meeting were heard, discussed or considered in the closed meeting. Rick Randolph seconded. Commissioners voting for the motion were: Tommy Barlow, Dale Herring, Gennie Keller, Stephanie Koren, Tony O Brien, Rick Randolph, Larry Saunders, Brad Sheffield, Keith Smith and Andrea Wilkinson. Employee Contractual Consideration: The Commission unanimously adopted a resolution approving the Employment Agreement for Executive Director for the TJPDC to be amended with an annual salary of Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\3a. TJPDC Draft Minutes docx 4

25 $112,350 effective July 1, 2017, and authorizing the Commission Chair to execute same for and on behalf of the Commission. Adjournment: There being no further business, the meeting was adjourned. Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\3a. TJPDC Draft Minutes docx 5

26 $800,000 $700,000 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 Net Quick Assets Target = $488,209 (6 months operating expenses) 12 Month Average Monthly Operating Expenses = $81,368 Current Assets Current Liabilities Current Net FINANCIAL DASHBOARD Through April 30, 2017 Net Quick Assets Apr 16 = $463,668 May 16 = $472,075 Jun 16 = $475,879 Jul 16 = $476,001 Aug 16 = $484,103 Sep 16 = $488,664 Oct 16 = $517,806 Nov 16 = $492,203 Dec 16 = $489,502 Jan 17 = $493,542 Feb 17 = $499,143 Mar 17 = $514,783 Apr 17 = $532,024 NET QUICK ASSETS are the highly liquid assets held by the agency, including cash, marketable securities and accounts receivable. Net quick assets are calculated as current assets (cash + marketable securities + prepaid assets + accounts receivable) minus current liabilities of payables and deferred revenue. The FY17 target is 6 months of operating expenses (TJPDC costs minus pass through and project contractual expenses), based on a rolling twelve month average. TJPDC had 6.54 months of operating expenses at the end of the month. The rolling twelve month average operating expenses changes only slightly from month to month, increasing from $80,117 in March to $81,368 in April. April expenses included a bonus for employees, a one time occurrence for the year. Net Quick Assets exceed $500,000, which is the Commission s target goal to reach before the end of FY17. $500,000 $400,000 $300,000 $200,000 $100,000 $0 Unrestricted Cash on Hand Target = $325,473 (4 months operating expenses) Concern Area = <$162,736 (2 months operating expenses) UNRESTRICTED CASH ON HAND consists of funds held in checking and money market accounts immediately available to TJPDC for expenses. Cash does not include pass through deposits in transit. Total cash minus notes payable minus deferred revenue = Unrestricted Cash on Hand. Months of Unrestricted Cash divides unrestricted cash on hand by the agency s average monthly operating expenses to give the number of months of operation without any additional cash received. The end of month level of Unrestricted Cash on Hand of $376,394 represents 4.63 months of operating expenses.

27 $300,000 $250,000 $200,000 $150,000 $100,000 $50,000 $0 $50,000 Revenue Less Expenses Goal = $4,166 ($50,000 annually) Concern Area = 3 consecutive negative months Rev Exp Pass Thru Exp Total Exp Net Change FINANCIAL DASHBOARD Through April 30, 2017 Monthly Net Revenue Apr 16 = $10,228 May 16 = $18,160 Jun 16 = $2,282 Jul 16 = ($2,961) Aug 16 = $10,510 Sep 16 = $2,607 Oct 16 = $4,767 Nov 16 = ($6,899) Dec 16 = ($4,550) Jan 17 = $2,612 Feb 17 = ($4,277) Mar 17 = $22,151 Apr 17 = $15,513 NET REVENUE is the surplus or shortfall resulting from monthly revenues minus expenses. The final FY17 budget adopted in February 2017 projects a surplus of $54,685. There was surplus in April of $15,513. The resulting year to date surplus is $40,110. This is very close to the YTD target of $41,667, and the YTD budget of $40,324. A surplus is anticipated for each of the last 2 months of FY17. With expected revenues and expenses, TJPDC expects to surpass the annual target of $50,000 and the budget of $54,685 by the end of the fiscal year, June 30, TJPDC also expects more revenue to carry over to FY18 than is currently budgeted. NOTES 1. Target is a reasonable expectation that the TJPDC may reach this level to achieve our long range financial goals. A plan will be developed showing how these target goals are expected to be achieved through daily financial management practices. 2. Concern is a level where staff will immediately identify causes of the change in financial position, whether this is a special one time circumstance caused by a financial action or whether a trend is emerging caused by one of more operational or financial circumstances and prepare a plan of action to correct or reverse the trend. 3. Back up documentation and details of this Financial Dashboard can be found in the monthly financial statements of balance sheet, income statement and cash position statement supplied to the TJPDC Commissioners. 4. The average monthly operating expense is a rolling twelve month average of operating expenses (TJPDC costs minus pass through and project contractual expenses). 5. Meeting the goal of Revenue Less Expenses of $50,000 per year will achieve our target goal of $500,000 in Net Quick Assets before the end of FY17.

28 Thomas Jefferson Planning District Commission 2:50 PM Consolidated Profit and Loss 05/19/17 April 2017 Accrual Basis Apr 17 Budget Jul ' YTD Bud... Annual... Ordinary Income/Expense Income Federal Funding Source 87, , , ,135 1,172, State Funding Source 22,657 23, , , , Local Source 4285 Rent Income ,870 6,833 8, Local Source - Other 25,337 22, , , ,267 Total 4130 Local Source 26,037 23, , , , Local Match Per Capita 12,567 12, , , , Interest Income ,507 1,149 1,379 Total Income 149, ,101 1,357,670 1,686,552 2,011,103 Gross Profit 149, ,101 1,357,670 1,686,552 2,011,103 Expense Personnel 6100 Salaries 55,946 53, , , , Fringe and Release 13,299 12, , , ,182 Total Personnel 69,245 65, , , , Postage Expense ,522 3,205 3, Subscriptions, Publications Supplies ,667 6,424 7, Audit -Legal Expenses ,703 20,750 20, Advertising 1,034 2,287 8,341 15,135 18, Meeting Expenses ,577 6,308 7, TJPDC Contractual 2,496 5,034 31,124 50,343 60, Dues ,433 7,067 8, Insurance ,818 2,875 3, Printing/Copier 2, ,736 4,584 5, Rent Expense 7,077 7,044 70,374 70,441 84, Equipment/Data Use 1,475 2,171 19,951 21,707 26, Telephone Expense ,940 4,861 5, Travel-Vehicle 773 1,138 11,458 11,348 13, Janitorial Service ,078 9,100 10, Professional Development 372 1,230 10,460 12,297 14,757 Total Expense 87,970 88, , ,114 1,057,186 Net Ordinary Income 61,130 74, , , ,917 Other Income/Expense Other Expense HOME Pass-Through 38,412 35, , , , Grants Contractual Services 5, , Grants Pass-Through 1,850 31, , , ,882 Total Other Expense 45,616 67, , , ,232 Net Other Income (45,616) (67,059) (491,730) (765,114) (899,232) Net Income 15,513 7,180 40,110 40,324 54,685 Page 1

29 Accrued Revenue by Grant or Contract For Year Ending June 30, 2017 Grant or Contract GRANT- CONTRACT START DATE GRANT- CONTRACT END DATE GRANT- CONTRACT TOTAL JULY FY17 AUG FY17 SEPT FY17 OCT FY17 NOV FY17 DEC FY17 JAN FY17 FEB FY17 MARCH FY17 APRIL FY17 YEAR TO PREVIOUS DATE FY17 YEARS BUDGETED AMOUNT FOR FY18 GRANT TO DATE CONTRACT REMAINING FY17 MPO-FTA 07/01/16 06/30/17 94,430 10,002 11,927 6,159 10,014 8,958 6,124 9,219 6,468 6,721 5,637 81,229 81,229 13,202 MPO-PL 07/01/16 06/30/17 191,581 16,804 18,643 19,964 11,274 10,394 6,380 9,253 10,028 21,744 20, , ,069 46,513 MPO-PASS-THROUGH 07/01/16 11/30/17 293,000 64,716 67,055 15,431 15, , , ,000 0 MPO-HYDRAULIC 03/01/17 06/30/18 60, ,372 5,249 37,600 5,249 17,151 HOME TJPDC 07/01/16 06/30/17 46,566 2,815 6,654 4,628 1,910 5,580 2,965 2,904 3,078 4,434 3,300 38,268 38,268 8,298 HOME PASS-THROUGH 07/01/16 06/30/17 878,006 68, ,101 4,999 4,688 23,092 9,004 26,409 38, , , ,935 HOUSING HPG 07/01/16 09/30/17 6, ,656 2,656 3,596 HPG PASS-THROUGH 07/01/16 09/30/17 35,431 1,764 1,875 3,000 1,750 1,850 10,239 10,239 25,192 STATE SUPPORT TO PDC 07/01/16 06/30/17 75,971 6,330 6,331 6,331 6,331 6,331 6,331 6,331 6,331 6,331 6,331 63,309 63,309 12,662 CLEAN COMMUTE DAY 07/01/16 06/30/ RIDESHARE 07/01/16 06/30/17 173,916 11,649 15,409 13,239 14,434 10,535 10,587 11,724 9,695 19,338 16, , ,204 40,712 RURAL TRANSPORTATION 07/01/16 06/30/17 58,000 2,268 2,554 3,838 7,403 6,166 1,247 4,335 2,684 6,560 5,547 42,602 42,602 15,398 NELSON CTY RTE 29 02/28/17 06/30/17 13, ,776 2,845 2,988 2,271 1,118 12,443 12,443 1,344 Contract 08/30/16 02/28/17 16,500 2,750 2,750 2,750 8,250 8,250 8,250 TJPDC CORPORATION 07/01/16 06/30/17 2, ,349 2,349 0 LEGISLATIVE LIAISON 07/01/16 06/30/17 99,600 5,561 9,599 9,740 8,300 8,300 8,300 8,300 8,300 8,300 8,300 83,000 83,000 16,600 SOLID WASTE 07/01/16 06/30/17 10,500 1,102 2,264 3,388 1, ,383 10, COLUMBIA- HMPG 02/29/16 09/15/17 21,500 1, ,538 3, , ,205 6,277 17,482 4,018 VDEM PASS-THROUGH 02/29/16 09/15/17 178, , ,250 ROCKFISH 03/22/16 03/01/17 24,501 2,643 1,952 1,432 6,027 18,474 24,501 0 HAZARD MITIGATION 03/21/16 04/30/18 45,000 1,580 1,644 3,097 2,879 2,678 2, ,072 2,949 1,471 22,344 2,266 10,000 24,610 10,390 MEMBER PER CAPITA 07/01/16 06/30/17 150,809 12,567 12,567 12,567 12,567 12,567 12,568 12,567 12,567 12,567 12, , ,671 25,138 WATER STREET CENTER 07/01/16 06/30/ OFFICE LEASES - RENT 07/01/16 06/30/17 8, ,800 6,800 1,400 OFFICE LEASES - DIRECT COSTS 07/01/16 06/30/ STANARDSVILLE TAP 04/06/15 12/31/17 11, ,925 1,546 4,203 3,471 3,826 ALBEMARLE CTY PLAN REVIEW 12/01/16 03/31/17 23,350 5,539 6,213 7,369 4,229 6,498 29,848 29,848-6,498 ALBEMARLE CTY FACILITATION 03/01/17 06/30/ ,856 1, ALB-BROADBAND-TASK 2 07/01/16 06/30/17 7, ,305 6,781 8,086 0 SHRP2 I-64 10/01/16 09/30/17 70,000 7,845 5,575 5,564 3, ,786 6,829 33,521 25,000 33,521 11,479 SHRP2 I-64 Pass Through 10/01/16 09/30/17 30,000 9,609 5,354 14,963 14,963 15,037 5TH STREET TAP 11/16/16 10/01/20 56, ,149 1,087 2, ,411 34,750 6,411 14,839 5th STREET TAP Pass Through 11/16/16 10/01/20 543, , ,750 MAPPING 07/01/16 06/30/ BANK INTEREST 07/01/16 06/30/17 1, ,507 1, TOTAL 3,230, , , ,036 92,864 86, , ,935 85, , ,099 1,357, , ,433 1,523,297 1,079,428 Pass-through funds 831,164 Contract funds 8,250 TJPDC Available Funds $240,014 Available per month 120,007

30 2:50 PM Thomas Jefferson Planning District Commission 05/19/17 Balance Sheet Prev Year Comparison Accrual Basis As of April 30, 2017 Apr 30, 17 Apr 30, 16 $ Change ASSETS Current Assets Checking/Savings 1100 Cash 467, , , Total Checking/Savings 467, , , Accounts Receivable 1190 Receivable Grants 167, , , Total Accounts Receivable 167, , , Other Current Assets 1310 Prepaid Rent 1, , Prepaid Insurance , , Prepaid Other 1, , Total Other Current Assets 4, , , Total Current Assets 639, , , Fixed Assets 1400 Office furniture and Equipment 111, , , Server 11, , Accumulated Depreciation -107, , , Total Fixed Assets 15, , , TOTAL ASSETS 654, , , LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2100 Accounts Payable-General 13, , , Total Accounts Payable 13, , , Credit Cards 2155 Accounts Payable Credit Card 2, , , Total Credit Cards 2, , , Other Current Liabilities 2150 Accounts Payable Grants Accounts Payable Payroll Deferred Revenue 91, , , Total Other Current Liabilities 91, , , Total Current Liabilities 107, , , Long Term Liabilities 2200 Leave Payable 44, , , Total Long Term Liabilities 44, , , Total Liabilities 151, , , Equity 3000 General Operating Fund 457, , , Net Investment in Fixed Assets 4, , , Net Income 40, , , Total Equity 502, , , TOTAL LIABILITIES & EQUITY 654, , , Page 1

31 MEMO To: TJPD Commissioners From: Chip Boyles, Executive Director Date: June 1, 2017 Re: Executive Director s Report Purpose: To inform Commissioners of Agency Activities since May 4, 2017 Administration o June Meeting Agenda o Matters from the Public a. Comments from public b. Staff report on two Nelson County planning projects being developed by TJPDC. i. Rockfish Valley Small Area Plan that is completed. ii. Route 29 Corridor Economic Development Plan that is 90% complete. o Consent Agenda a. Minutes from May 4, b. Intergovernmental Reviews i. None to report. c. April, 2017 Monthly Financial Reports i. Financial Dashboard ii. April Profit & Loss Report iii. April Balance Sheet iv. April Accrued Revenue Report Financial Reports April 2017 Financial Reports are attached for review and vote within the consent agenda. Financial Reports are presented in detail every quarter to the Commission. Monthly reports will be reviewed by the Finance Committee and included in the Commission Packets under Consent Agenda items for acceptance. Dashboard Report - Net quick assets have increased to $532,024. This is the highest level in twelve months. Based upon the twelve month average for operating expenses, we remain to have over 6 ½ months of available operating expenses. Unrestricted Cash on Hand as of April 30, 2017 was $376,394 or over 4 ½ months of average monthly operating expenses. 4 months is our target level.

32 April s cash on hand is substantially lower than March s $407,269 which was the highest cash on hand balance that we have had in 22 months. April s cash on hand is the third highest level that we have had in 22 months. Revenue less Expenses - We had a net gain of $15,513 for the month of April. This includes a one-time staff bonus expenditure of just over $5,500. This gives us a fiscal year net gain of $40,110. Our PROPOSED FY17 Amended Operating Budget estimates a $54,685 net gain for the year. With expected revenues and expenses as shown in the accrued revenue report, it is expected that TJPDC will meet the budget estimate of $54,585 by the end of the fiscal year, June 30, Profit & Loss. Total income through March is $1,357,670. With 10 months or 83% of the fiscal year complete, we have received only 67% of our budgeted income. Operating expenses for the same period are $825,831 or 78% of our budgeted expenses. Pass through expenses are at $491,730 or 55% of budgeted pass-through expenses. Revenues are 16% below budgeted through 10 months. This is due to decreased pass through expenditures and their related reimbursements. Operating revenue through April 30 th is $865,941 with operating expenses of $825,831 leaving a $40,110 revenue over expenses. Balance Sheet. As of April 30, 2017, we have total current assets of $639,085 and total fixed assets of $15,344. Total assets are up by $76,947 from the same time last year. Total liabilities have increased from a year ago by $16,307 with total liabilities as of April 30, 2017 of $151,694. Accrued revenues of existing grant and contract balances for FY17 is $240,014 available for the remaining fiscal year. This provides $120,007 in funds per month available for operating expenses. Twelve month average monthly operating expenses are $81,368. April s monthly operating expenses were $87,970. Most of this increase was the one-time staff bonuses of approximately $5,500. Available monthly resources will adequately cover expected monthly expenses for the remaining fiscal year. We are not expected to realize the full contract revenues by June 31 st. Therefore, we are concentrating on projects whose funds do not roll over such as Rideshare. Other funds that are not drawn down this year will roll over into future years helping our future year budgets. As a reminder, it is our goal to build our reserves back to and above FY12 levels (year end FY12 = $579,293) where we will have 1) at least 6 months operating expenses in reserves 2) allow us to make some capital improvements to the building to enhance the ability to use and rent out Water Street Center and the Water Street Space offices, 3) utilize reserves for unanticipated grant match for local/regional grant opportunities and 4) to save for the possible purchase of a building (space) at some time in the future. The finance committee will work in FY18 on a policy that takes funds in excess of our targeted operating goals and invest for our long term capital goals. o Old Business a. Affordable Housing Initiative Report

33 Staff was asked to prepare a report to recommend whether an affordable housing initiative by the TJPDC in FY 2018 would be a needed regional project. Staff will provide a presentation discussing the regional issues of affordable housing, assistance and direction that the TJPDC cold provide and the available resources for FY2018 for this effort. o Election of Officers a. The nominating committee recommended a slate of officers for the FY 2018 Commission. The recommended slate included: Gennie Keller Chair Rick Randolph Vice Chair Keith Smith Treasurer Chip Boyles - Secretary A written notice was also included in the May Meeting Packet, to serve as the official notice as required by the TJPDC Bylaws. Unless any changes are offered from the floor, a motion would be in order to elect the slate of officers as presented by the nominating committee. Upon election, the new officers begin with the August meeting. o Executive Director s Report Staff have begun meeting weekly on ongoing projects. I have attached for your information, the most recent meeting agenda and notes from May 22, o New Business a. Appointment of TJPDC representatives to the Board of Directors for the a. Thomas Jefferson Community Land Trust b. Thomas Jefferson Area Coalition for the Homeless Billie Campbell has been representing the TJPDC on both boards for several years. With added workloads of funded programs for Billie and with the TJPDC considering a more active regional role in housing issues, it is recommended that new appointments be considered for these two agencies. Keith Smith, with recent work with the TJCLT, has volunteered for the CLT Board. END OF AGENDA REPORT Staff meeting agenda is attached for current programs, projects and efforts of the TJPDC staff. Next Meeting TJPDC Meeting August 3, 2017 (Greene County)

34 1) Administration Serving local governments by providing regional vision, collaborative leadership and professional service to develop effective solutions. Staff Meeting Monthly Activities May 22, :30 AM 1. Commission Meeting Chip Boyles 1. The next Commission meeting will be held on June 1, 2017 at TJPDC. 2. In April, the Commission asked that I present a report back in June regarding making affordable housing a regional priority project for TJPDC. Possible VDHA funding of affordable housing plan. 3. Nick & Wood will provide a Nelson County presentation on Rockfish and Route Other 1. GO Virginia proposal will be submitted with RRRC to CVPED for planning management. TJPDC will receive $10,000 for work that has not been budgeted in our FY17 or FY18 budgets. 2. GO Va. RFP interviews will be at WSC on Tuesday. 3. Commission has asked for continuation of discussions of having UVA join Commission. This will resume once a new President is in place. 4. FY17 budget remaining on the fast track. Programs with largest personnel deficits are: 171, 188, 192, 193, 195, 198,311, 330. Highlighted all roll into FY18. We should be concentrating work on these programs for remaining FY Self-performance evaluations are due by this afternoon for meetings beginning next week. 3. Legislative Liaison David Blount 1. Legislative/General Assembly a. The General Assembly held its one-day reconvened session to consider gubernatorial amendments and vetoes. Details were sent out via the legislative newsletter. Final 2017 legislative summary also distributed and posted. b. Local government workgroup on wireless working on legislative proposal. c. Charlottesville meeting with stakeholders on another parking initiative. 2. Legislative Reports/Newsletters/Articles a. Legislative updates are distributed monthly. 2) Transportation A. MPO Will Cockrell 1. MPO Policy Board meeting is May 24, a. UPWP considered in May. b. TIP update in May. c. LRTP Scope delivered in March, May approval. Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\6a Staff Agenda docx Page 1

35 d. LRTP review goals and objectives e. I-64 MOU in July. f. Inter-regional Transit Study funding approved for $6,000 (SAW-MPO). Meeting on May 17th. g. Request for road closure on Holiday. 2. CTAC. July 19 th. Approval of goals & objectives of LRTP 3. MPO Tech July 18 th. Approval of goals & objectives of LRTP 4. Regional Transit Partnership framework and study completion. a. Steering committee formation for framework met April 7th. b. Develop CAT, JAUNT, Rideshare reporting forms and procedures. Faruk is working on. c. Joint MOU s presented at next Joint Charlottesville Albemarle Meeting. d. Develop draft service agreements for FY19 5. Hydraulic 29 Small Area Plan Panel meets. Chip Boyles a. $60,000 MOU has been approved by C ville and Albemarle. b. TJPDC to provide support and public engagement support. c. Meeting 15 th, housing agencies and business group leaders. d. Meeting May 30 th with Greenbrier neighborhood. 6:00 at Greenbrier Elem. 6. Creating a planning committee for the DRPT, Amtrak, City, Owner Rail Station Development a. Joint meeting with property owner held March 17th. 7. Long Range Transportation Plan Will Cockrell a. MPO staff meets every two weeks. 8. I-64 Corridor Study to be completed by October, Wood Hudson a. Meeting May 31, b. Schedule Joint MPO meeting so Secr. May be invited. Late July/August 9. Harrisonburg to Staunton to Charlottesville Transit draft report is complete. It is estimated that the annual cost to provide service is $500,000. The report is being prepared to present to the three MPO s and Planning Districts and Local Governments.. B. Rural Transportation Program (RTP) Will Cockrell 1. Rural Long Range Plan (RLRP) Nick/ Faruk a. Project list of potential projects by June 30 th. 2. Implementation of Rural Transp. Council Faruk Hasenjan C. Regional Bike and Pedestrian Planning Zach Herrman 1. Jefferson Area Bike and Pedestrian Plan a. Kick off meeting April 10 th. b. Web page up this week 2. Building a System for a Regional Bicycle and Pedestrian Trail Network Billie Campbell Grant application assistance with Piedmont Environmental Council a. CACF application due May 15 th. b. In final four for funding of 1 to 2 grants. c. Include Zach on proposal 3. C-Bike Study completion and presentation. ON-HOLD a. July August presentation to MPO Policy Board Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\6a Staff Agenda docx

36 D. Ride Share Sara Pennington 1. Annual work program a. Increased promotion for Guaranteed Ride Home program with CAT & JAUNT b. Clean commute day May 26 th c. Bike to Work Week May / Day May 19 th. 2. Zach will be assisting Sara with work 3) Community Development & Planning A. Planning 1. Nelson County Route 29 Corridor Plan final deliverable to be presented to Nelson Supervisors in June. Completing SWOT analysis. Amendment 1 Nick Morrison sending to Steve Carter. Nelson may work with engineer for parcel development opportunities. 2. Funding and development of a regional quality of life report with an Chip Boyles Annual update. 3. TJPDC to provide proposal for Cherry Ave SAP to C ville. a. We have a draft scope of work to work from. Will require a meeting with City to discuss before we may submit a proposal. 4. Staff is working on scheduling the Greene County Ruckersville Corridor Economic Development/Small Area Plan study. Funding is in FY18 budget for Greene and TJPDC. B. Broadband Billie Campbell 1. Conversations have begun with localities within the PDC and adjacent to its border about the possibility of establishing a regional Broadband Authority. TJPDC is working toward a future meeting with localities, electric cooperatives and internet service providers and CIT to discuss opportunities through coops. C. Town of Stanardsville Billie Campbell 1. The Transportation Alternative Project for the Streetscape project includes design of extensions on both the west and east ends of Phase I and construction of the west end. The Town has contracted with TJPDC for project management and with Draper Aden Associates for the design work. Completing design waivers for a June 90% submittal to VDOT. New TAP Grant is recommended for funding by CTB. D. Rivanna Renaissance Planning Committee Wood Hudson 1. Recommended scope of services submitted to City & County to be considered either immediately or with FY18 budget. Currently included in Albemarle Budget. City NDS has recommended the MOU, Committee and mapping funding. 2. TJPDC to go ahead and draft framework of committee, its charge, etc. Propose to City/County in MOU. Has been sent to Alex & Elaine for comments. 3. A $15,000 contract plus a $5,000 RRBC contract for Greene and Fluvanna is expected for FY18 work. This is not budgeted in FY18. E. Previously known as Town of Columbia Billie Campbell 1. Purchase Offers have been mailed to property owners. Negotiations taking place. Signed offers from Mr. Harry. F. 5 th Street Bike/Ped Billie Campbell Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\6a Staff Agenda docx

37 1. Design Selection completed for consultant LPDA. G. Albemarle Neighborhood Facilitation Will Cockrell 1. Meetings completed with Will and Nick. 2. Additional meeting(s) in September or so. H. Albemarle Contract Services Will Cockrell 1. Contract amendment is needed for extended term. 2. Zach helping Elaine with Capacity Analysis. Additional work. 3. Contract ending end of May. Total contract revenues will exceed $20,000 for these two services. 4) Housing and Non-Profit Billie Campbell A. HOME & Housing 1. Housing Preservation Grant (HPG) a. Federal Fiscal Year 2016 funds were available October 1, 2016, and one project has already been completed. This grant runs through September 30, 2018, but funds are expected to be expended within a year. Application FY18 is not published yet. 2. HOME CDBG Annual Action Plan Approval May Meeting. 3. Staff will prepare a proposal for Commission by June on how we may become a facilitator for affordable housing needs in the region. 4. Community Land Trust has received a grant to hire a part-time Executive Director. We submitted a proposal to provide this support through a contractual arrangement providing administrative and financial oversight and office space. Costs to them would be full personnel costs plus our full indirect costs of a new part-time person. TJPDC to provide sample agreement, job description and hiring process. B. TJPDC Corporation 1. Projects of TJPDC Corporation: Geriatric Collaborative of Central Virginia (GCCV): The Elder Care Conference is to be held September 7-8, 2017 at Westminster Canterbury of the Blue Ridge. 5) Environment Wood Hudson 1. Hazard Mitigation Grant Billie Campbell a. The update is scheduled to be complete, approved by VDEM and FEMA, and formally adopted by all localities by December Drafting sections and community profile. Locality input is slow to come. Draft plan is underway. 2. Solid Waste & Recycling Data Collection. a. Report submitted to State. 6) Local Interests 1. Albemarle County Zach Herrman a. Visits Chip & David attended BOS 5/3/17. Chip presented to PC on 5/2/17 re. Hydraulic. b. Minutes Q:\Administration\Commission\Commission Packets\PDC Packets FY17\June 2017\6a Staff Agenda docx