Rockbridge County, Virginia Capital Improvements Program FY

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1 Rockbridge County, Virginia Capital Improvements Program FY Adopted by the Rockbridge County Board of Supervisors April 22, 2015

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3 SPENCER H. SUTER County Administrator Office: (540) Fax: (540) County of Rockbridge Office of the County Administrator 150 South Main Street Lexington, Virginia County Board of Supervisors JOHN M. HIGGINS Buffalo Magisterial District RUSSELL S. FORD Kerrs Creek Magisterial District DAVID W. HINTY, JR. Natural Bridge Magisterial District RONNIE R. CAMPBELL South River Magisterial District ALBERT W. LEWIS, JR. Walkers Creek Magisterial District Memorandum To: Honorable Members of the Rockbridge County Board of Supervisors From: Spencer Suter County Administrator RE: FYE 2016 FYE 2020 Capital Improvements Program Date: April 10, 2015 ******************************************************** I am pleased to present you with the updated capital improvements program (CIP) for fiscal years ending (FYE) The CIP is designed to project major capital needs for construction or major maintenance projects over $5,000. Development of the plan commenced in October, when staff reviewed the CIP, making adjustments based on existing project progress, and proposed new projects for the future. The plan was approved by the Planning Commission on December 10 th, 2014 and then provisionally approved by the Board of Supervisors on January 12 th 2015, subject to any ongoing developments in the ongoing budget process. Please note that the format of the proposed CIP plan differs somewhat from last year s offering, which summarized projects by department. This year, we have dedicated a page to every proposed project and summarized the overall CIP in a table at the end of the package. This year s proposed plan includes more than $3.7M in overall capital expenditures with the proposed construction of a regional dispatch center and the procurement of a new regional radio system as the largest overall costs. Other items in the plan continue to align with the Board s Mission, Vision and Values statements as well as the adopted FYE 2016 budget priorities, including major building maintenance projects and planned replacement of vehicles. The Board s strategic planning process over the past two budget cycles has produced increases in fund balances at the end of each fiscal year. It is recommended that the Board adhere to the strategy of drawing down a portion of the reserve in FYE As the operational 1

4 budget process progressed, staff worked with the Board Finance Committee to recommend what percentage of reserves could be utilized in support of individual capital projects. Please note that the Solid Waste Authority (SWA) CIP is presented separately. Since the provisional adoption in January 2015, only one change has been made to the plan, based on discussions with the Board during the subsequent budget process: Worksheet 6 New Voting Equipment. The Board has decided to forego setting aside funds in FYE 2016 to see if any funding opportunities from the state will occur in the future to assist with offsetting the cost to procure voting equipment. As result, the capital procurement effort is set for FYEs 2017 and The final, completed CIP is attached for the Authority s consideration during the final phases of the budget process with planned adoption in concert with the County s operational budget on April 22 nd. Please let me know if you have any questions. 2

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8 CAPITAL IMPROVEMENT PLAN PROJECT REQUEST FISCAL YEARS ENDING (FYE) Requesting Department (POC): Project Title: Budget Line #: Elections/Registrar (Marilyn Earhart) Voting Equipment Status: (mark with BOLD "X" New Project X No change from prior year's plan Changes Added Description: Requesting funds be set aside annually for five years to replace current (Enter narrative voting equipment. The current voting equipment was purchased in to the right) In 2018, the equipment will be fourteen years old. Although the equipment has a life expectancy of 20 years, its age, the introduction of new technology, and the prospect of new requirements related to voting equipment (e.g., the ability to keep paper records), we expect the potential need to replace current equipment by At this point, we can repair our current equipment, but because this equipment is no longer manufactured, new purchases of the same equipment is not an option. Justification: Our goal is to ensure compliance with all election laws and ensure (Enter narrative confidence in the election process. The expected benefit is to provide to the right) assurance to the citizens of Rockbridge County that their votes are cast and counted on reliable equipment that is user-friendly and provides proper records of all votes cast. The Registrar is exploring funding opportunities from the state to assist with offsetting procurement costs. Performed by (mark applicable w/ BOLD "X"): X In house Contract Estimated Annual Impact on Operating Cost: $0.00 Fund Source FYE 2016 FYE 2017 FYE 2018 FYE 2019 FYE 2020 Gen Fund $0 $125,000 $125,000 $0 $0 Total $250,000 Total $0 $125,000 $125,000 $0 $0 $250,000

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24 CAPITAL IMPROVEMENT PLAN PROJECT REQUEST FISCAL YEARS ENDING (FYE) Requesting Department (POC): Project Title: Budget Line #: Rockbridge Area Recreational Org. (Spencer Suter) Brewbaker Athletic Annex XXXX Status: (mark with BOLD "X" X New Project No change from prior year's plan Changes Added Description: (Enter narrative to the right) RARO seeks to develop this city owned property into a recreation site consisting of a baseball diamond and field space for soccer, lacrosse and football practices. The approximately three acre complex would be surrounded by an 8' chain link perimeter fence and would contain a cantilever backstop behind home plate to minimize foul balls leaving the field space. RARO's plan to fund this ambitious project will combine institutional and community grants, a well designed and project specific fund raising campaign and a balanced share CIP request for both the City of Lexington and Rockbridge County. A preliminary forecast to secure the approximately $180, 000 project price tag is as follows: 1. Grants and institutional contributions: a. VMI, $30,000 contribution contractually committed., b. W&L Community Grant, application to be completed and submitted in February, asking for $30,000 grant. c. Lexington Sunrise Rotary Club, application to be completed and submitted in February, asking for $5,000 grant. Total grant amount $65, Fund raising campaign, matching donor gifts, gifts in kind work. Total $65, Requested funding commitment from both the city and the county local governments. Total combined amount $50,000 thereby achieving the $180,000 projected cost of the project. Justification: (Enter narrative to the right) According to our constituents, one of the greatest areas of need for our recreation program is field space. The development of the Brewbaker Annex will enable RARO to schedule numerous practices and games to be held simultaneously on any given Fall or Spring evening at the Brewbaker complex. This additional field space would accommodate not only RARO sponsored activities but additional community sport programs which have been formed to satisfy the need for a diverse and focused youth recreation program in Lexington and Rockbridge County. As we are able to develop additional field space, we are better able to add practice and play opportunities, thereby enhancing skill development and elevating team play. At present this is a stand alone project but we have designs on enhancing field space already in play at several recently closed Rockbridge County schools if given the opportunity and commitment from the Board of Supervisors and or the County School system. The cost estimates for these other smaller projects will be contained in the RARO FY16 operational request. Performed by (mark applicable w/ BOLD "X"): X In house X Contract Estimated Annual Impact on Operating Cost: $8, Fund Source FYE 2016 FYE 2017 FYE 2018 FYE 2019 Gen Fund $12,500 $12,500 $0 $0 FYE 2020 $0 Total $25,000 Total $12,500 $12,500 $0 $0 $0 $25,000 22

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43 Appendix D County of Rockbridge, Virginia Capital Improvements Program Summary DRAFT FYE LAST UPDATE PROJECT WORKSHEET # FYE 2016 FYE 2017 FYE 2018 FYE 2019 FYE 2020 SUBTOTAL Board of Supervisors (11000) General & Financial Administration (12000) Reassessment of Real Property 3 $232,500 $142,500 $0 $0 $0 BAI.NET System 4 $21,000 $0 $0 $0 $0 Addition of.net component 5 $17,500 $0 $0 $0 $0 SUBTOTAL $271,000 $142,500 $0 $0 $0 $413,500 Elections (13000) New Voting Equipment 6 $0 $125,000 $125,000 $0 $0 SUBTOTAL $0 $125,000 $125,000 $0 $0 $250,000 Judicial Administration (20000) Install New Imaging X-ray Equipment 7 $0 $0 $0 $29,116 $0 SUBTOTAL $0 $0 $0 $29,116 $0 $29,116 Public Safety (30000) Replace Sheriff Vehicles (39 vehicles) 8 $264,320 $269,606 $314,280 $320,565 $367,839 Outdoor Training Facility/Shooting Range 9 $25,000 $25,000 $0 $0 $0 Fire EMS Director Vehicle (1 vehicle) 10 $0 $0 $0 $35,000 $0 Emergency Management Vehicle (1 vehicle) 11 $0 $35,000 $0 $0 $0 Regional Dispatch Center / EOC 12 $2,300,000 $0 $0 $0 $0 Replace Building Inspector Vehicle (1 vehicle) 13 $0 $0 $28,000 $0 $0 Replace E&S/SWM Control Vehicle (1 vehicle) 14 $0 $0 $0 $28,000 $0 SUBTOTAL $2,589,320 $329,606 $342,280 $383,565 $367,839 $4,012,610 Public Works (40000) Replace refuse containers and cans 15 $10,000 $10,000 $10,000 $10,000 $10,000 Replace Roof at Admin. Bldg. 16 $0 $85,000 $0 $0 $0 Remodel Foyers and Hallways at Admin. Bldg. 17 $25,000 $0 $0 $0 $0 Replace HVAC System at Admin. Bldg. 18 $100,000 $0 $0 $0 $0 Remodel Bathrooms at Admin. Bldg. 19 $0 $0 $65,000 $0 $0 Repair and recoat parking lot at Maint. Garage 20 $65,000 $0 $0 $0 $0 Purchase fleet management software 21 $40,000 $0 $0 $0 $0 SUBTOTAL $240,000 $95,000 $75,000 $10,000 $10,000 $430,000 Health & Welfare (50000) Education & Public Schools (60000) Parks, Recreation & Cultural (70000) Brewbaker Athletic Annex 22 $12,500 $12,500 $0 $0 $0 Blue Ridge Facility Roof 23 $0 $9,000 $0 $0 $0 Single Axle Dump Truck 24 $0 $15,000 $0 $0 $0 Cabins at Lake Robertson 25 $0 $0 $20,000 $0 $0 Renovation of Blue Ridge Pool 26 $0 $0 $0 $49,000 $0 SUBTOTAL $12,500 $36,500 $20,000 $49,000 $0 $118,000 Community Development (80000) Replace Planning & Zoning Director (1 Vehicle) 27 $26,000 $0 $0 $0 $0 Va. Base Mapping Pgrm (aerial imagery upgrades) 28 $9,683 $0 $0 $5,000 $5,000 Azteca Sys. Cityworks Municipal Software 29 $0 $75,000 $30,000 $0 $0 SUBTOTAL $35,683 $75,000 $30,000 $5,000 $5,000 $150,683 Non-Department (90000) Replace current radio system 30 $619,430 $619,430 $619,430 $754,903 $754,903 SUBTOTAL $619,430 $619,430 $619,430 $754,903 $754,903 $3,368,096 TOTAL Without Debt Services $3,767,933 $1,423,036 $1,211,710 $1,231,584 $1,137,742 $8,772,005 County Debt (Principal Only w/o Interest) FOR INTREST ON TOTAL DEBT SERVICE SEE APPENDIX A PSA Utility Ser 2001 (Waterline to Raphine) $110,320 $57,162 $0 $0 $0 Water Bond (Goshen) $500 $500 $500 $500 $500 Rt 60 W&S Ser 1996 $63,077 $32,910 $0 $0 $0 Courthouse Construction $500,000 $135,000 $140,000 $145,000 $155,000 Maury Service Authority WWT $521,686 $529,277 $536,979 $0 $0 MSA WWT Nutrient Reduction $161,504 $161,504 $161,504 $161,504 $161,504 Jail/Sheriff Bldg Upgrades $63,338 $65,024 $66,685 $68,389 $70,088 Radio System Upgrade $156,224 $161,217 $166,369 $171,686 $177, Courthouse Refunding $0 $0 $305,000 $435,000 $450,000 SUBTOTAL $1,576,649 $1,142,594 $1,377,037 $982,079 $1,014,265 $6,092,624 School Debt (Principal Only w/o Interest) FOR INTREST ON TOTAL DEBT SERVICE SEE APPENDIX B VPSA 2002B (Elementary School A&E) $50,000 $55,000 $55,000 $60,000 $65,000 VPSA 2005 Effinger $170,000 $175,000 $185,000 $195,000 $205,000 VPSA Safety (A&E & ADA Compliance) $85,000 $90,000 $95,000 $100,000 $105,000 VPSA, 3 Elem, 2003B (Mt. View, N.B. Effinger) $395,000 $415,000 $440,000 $460,000 $485,000 QSCB (Maury River MS construction bond) $395,000 $395,000 $395,000 $395,000 $395,000 VPSA, Central, 2003C, $277,118 $279,665 $282,709 $285,553 $287,446 VPSA 2012 MRMS $450,000 $475,000 $500,000 $520,000 $540,000 VPSA 2013 Refi Lit Loan $180,000 $180,000 $180,000 $175,000 $180,000 SUBTOTAL $2,002,118 $2,064,665 $2,132,709 $2,190,553 $2,262,446 $10,652,491 Total County and School Debt $3,578,767 $3,207,259 $3,509,746 $3,172,632 $3,276,711 $16,745,115