October 25 2013 TO SMITHFIELD TOWN COUNCIL FROM PETER M STEPHENSON AICP ICMA-CM TOWN MANAGER
SUBJECT OCTOBER 2013 COMMITTEE MEETINGS WILL BE HELD AT THE SMITHFIELD
CENTER LOCATED AT 220 NORTH CHURCH STREET SMITHFIELD VA MONDAY OCTOBER 28TH 2013 400 PM Police Members Tynes (CH) Chapman Gregory 1 Public Comment 2 Operational Updates TAB 1 3 Light Study Request for the area of Paul D Camp Community College Riverview Playground Immediately following the conclusion of the above meeting Water and Sewer Members Gregory (CH) Smith Tynes
1 Public Comment TAB 2 2 Regionalization Study Update TAB 3 3 Policy Changes to Utilities
Immediately following the conclusion of the above meeting Finance Members Pack (CH) Gregory Cook
1 Public Comment TAB 4 2 September Financial Statements and Graphs TAB 5 3 September Cash Balances TAB 6 4 Invoices Over $10000 Requiring Councilrsquos Authorization
a Draper Aden Associates $ 1174275 b Virginia Resources Authority $ 1214058 c Lewis Construction of Virginia (proposal approved 9-3-2013) $ 2209550
TAB 7 5 Discussion on Minimum Tax Threshold for Bills 6 Update on Outstanding Loan Balance for Old Sewer Treatment Plant
TUESDAY OCTOBER 29TH 2013 400 pm Parks amp Recreation Members Chapman (CH) Pack Tynes 1 Public Comment TAB 8 2 Operational Update - Parks and Recreation Committee Report TAB 9 3 Presentation on the Battle of Smithfield and Civil War Sesquicentennial by Jennifer Williams Historic Resource Manager for Isle of Wight County TAB 10 4 Captain John Smith Trail Information Kiosk
Immediately following the conclusion of the above meeting
Public Works Members Smith (CH) Cook Tynes
1 Public Comment 2 Operational Updates
Immediately following the conclusion of the above meeting Public Buildings amp Welfare Members Cook (CH) Chapman Smith
1 Public Comment TAB 11 2 Pinewood Heights Phase II Update
3 CLOSED SESSION Disposition of Real Property
Additional Item Not Listed on Committee but will be on Councilrsquos November 5th Agenda
- Approval of October 1st Town Council Minutes - Presentation of four Certificates of Appreciation
1
Memorandum
To Chief Steven Bowman
CC Lt Colonel Alonzo Howell
From Lt Matthew Rogers
Date 102413
Re Lighting Survey (James amp Washington Street
On October 23 2013 a lighting survey was conducted in the area of James and Washington Street in response to a request for additional street lighting From this survey the following was noted
There are currently five (5) working street lights on Washington Each light emits approximately 40 feet (surface area) of light
The VFW building has one (1) exterior flood light The VFWPaul D CampOverflow parking lot contains one (1) non-working light There are two (2) street lights on James that provide ambient lighting toward the
VFW There is an additional light behind the Childrenrsquos Center that emits approximately 25
feet (surface area) of light Large trees at the intersection of James and Washington Street significantly impact
lighting from two (2) street lights
The picture attached is a street overview provided by Google Earth Further a diagram details the current lighting status Please consult the following recommendations
Recommend removal of large trees directly in front of VFW to allow ambient lighting from street light that is approximately 75 feet away
Recommend the VFW install exterior flood lights on all four sides of the building Recommend repairing the light in the overflow parking with installation of one (1)
additional pole light Recommend additional lighting for the Head Start Building Playground and Gazebo
area Both James and Washington have significant sources of lighting
If there are any questions please feel free to contact me Respectfully Lt Matthew Rogers
CONFIDENTIAL
B
A A
B
VFW
Washington Street
Jam
es S
treet
Childrenrsquos Center
Light Pole
40 Feet of Lit Surface Area
Light Pole
25 Feet of Lit Surface Area
Non-working Light
Flood Light
Extremely Low Emittance
Poorly Lit Area
LEGEND
Head Start Building
Considerations for ordinance changes for utilities I reviewed the utility ordinances and spoke with representatives from Isle of Wight County the City of Suffolk the City of Chesapeake and the Town of Windsor Surprisingly Suffolk and Chesapeake utility policies are very similar to the Town of Smithfield They do not require a deposit and their setup fees are low Isle of Wight was the most aggressive regarding deposits penalties and collections Below is a detail of the feespolicies by locality for your review before we discuss potential changes that could benefit the Town I also included some of the code language and forms for Isle of Wight County ISLE OF WIGHT COUNTY
Fees for services (Residential Accts) Water Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $12000-to establish service-due at application
Sewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $9000-to establish service-due at application
Combined WaterSewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $21000-to establish service-due at application Their Code reads (this is for water sewer is similar) All customers shall pay a deposit prior to the installation of water service except those as exempted herein The customer desiring water service shall deposit with the county an amount equal to the average bill for that category of water customer for which water service is being requested including charges for sewer service and utility taxes based thereon if any for four months The amount of said deposit shall be determined administratively and adjusted from time to time as necessary
Deposits Any deposits paid by a water service customer and held by the county shall be returned upon request without interest after said deposit has been held by the county for six consecutive billing cycles provided said account has not been delinquent during this period Should the account become delinquent at any time during six consecutive billing cycles the deposit shall be retained by the county until six consecutive billing cycles have occurred without any delinquency in payments Upon the satisfactory completion of the six consecutive billing cycles said deposits may be credited to the next bill provided all outstanding debts have been paid for all county services and taxes
Business Accounts Business accounts are billed monthly as opposed to bi-monthly for residential
accounts Deposits are based on 4 month average bill for that type of commercial activity so it may vary
from business to business The service fee remains at $3000
Application for Service see below The Town application is similar but does not include the lease and
landlord information I would like to revise ours to cover those areas we do not currently address (see
highlighted sections)
Notice If Meters Are Tampered FAX 757-357-8203 With (To Turn On or Off) You PO BOX 108 Will Be Charged A $7000 Penalty ISLE OF WIGHT VA 23397 Phone 757-365-6284 or 757-365-6310
COUNTY OF ISLE OF WIGHT PUBLIC UTILITIES
Please complete the application below Applications are mandatory from customers Failure to complete application in full and payment of fees listed below may result in
refusal of service Thank you for your cooperation Should you have any questions please contact our business office at the number listed above
I HEREBY APPLY FOR AND AUTHORIZE THE COUNTY OF ISLE OF WIGHT TO PLACE WATER ANDOR SEWER SERVICE AT Address ________________________________________________________________Move in Date_____________________________
Responsible Party 1 Responsible Party 2
Mailing Address Mailing Address
City State Zip City State Zip
Home Phone Home Phone
Cell Phone Cell Phone
Driverrsquos License State Driverrsquos License State
Email address Email Address
Employer Employer
Employerrsquos Address Employerrsquos Address
Work Phone Work Phone
Buying | own home (yes) _ (no) ____ Rent (yes) _ ____ (no) _____
A copy of your lease is required if renting A scanned copy of your pictured id is required
If renting Name of landlord (or) agent handling property _________________________________________Phone _________________
Landlord address _____________________________________________________________________________________________________
Landlord SIGNED Authorization form must be completed and returned PRIOR TO SERVICE CONNECTIONS ndash SEE ATTACHED
DO YOU RECEIVE NEED BASED LOCAL STATE OR FEDERAL RENTAL ASSISTANCE [ ] YES [ ] NO
Previous Isle of Wight County water and | or sewer customer (yes) _______ (no) ______
If yes address _____________________________________________________ Dates Of Service From __________ To ___________________
Emergency contact
Name _________________________________________________________________Phone__________________Relationship _____________
The undersigned having completed this application hereby certifies to the accuracy and truth of the information contained herein The applicant hereby
authorizes the County of Isle of Wight to verify the correctness of this statement and obtain other information required to appraise this application The
undersigned fully understands that withholding or giving false information can be cause for termination of service by the county and can result in being
charged for criminal offense as provided by state law If applicant has an outstanding debt with any Isle of Wight County department debt must be paid in
full prior to any new connections I agree to pay late fee of 10 plus interest at 083 per month on any unpaid balance not received by the due date
I or We the undersigned as signatorysignatories to the mortgagelease agreement for the above referenced property herby acknowledge and agree
that the information and agree that the information provide on this application is true and correct I or We hereby accept the personal responsibility of
myour watersewer bills to the County of Isle of Wight guaranteeing full payment of the account Services may be disconnected if not paid in full by
due date and a new deposit will be required before services are restored Water may be disconnected immediately upon notice of any
dishonored payment
Responsible Signature 1 ___________________________________ Responsible Signature 2_______________________________
Date_________________ Date ________________
For Office Use Only
Water Connection Fee (Varies) $____________________
Sewer Connection Fee (Varies) $ ___________________
New Account Fee ($30 Non-Refundable) $____________________
Water Deposit ($120) $____________________
Sewer Deposit ($90) $____________________
Total Payment $_____________________
Account ________________________ Customer __________________________ Subdivision ______________________
Parcel ____________________ Route ________ Read Sequence _________ Pump _________District ____________
Paid by ___Check _______ ___Money Order ___ Cash ___Credit Card ________ Receipt _____________
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
TUESDAY OCTOBER 29TH 2013 400 pm Parks amp Recreation Members Chapman (CH) Pack Tynes 1 Public Comment TAB 8 2 Operational Update - Parks and Recreation Committee Report TAB 9 3 Presentation on the Battle of Smithfield and Civil War Sesquicentennial by Jennifer Williams Historic Resource Manager for Isle of Wight County TAB 10 4 Captain John Smith Trail Information Kiosk
Immediately following the conclusion of the above meeting
Public Works Members Smith (CH) Cook Tynes
1 Public Comment 2 Operational Updates
Immediately following the conclusion of the above meeting Public Buildings amp Welfare Members Cook (CH) Chapman Smith
1 Public Comment TAB 11 2 Pinewood Heights Phase II Update
3 CLOSED SESSION Disposition of Real Property
Additional Item Not Listed on Committee but will be on Councilrsquos November 5th Agenda
- Approval of October 1st Town Council Minutes - Presentation of four Certificates of Appreciation
1
Memorandum
To Chief Steven Bowman
CC Lt Colonel Alonzo Howell
From Lt Matthew Rogers
Date 102413
Re Lighting Survey (James amp Washington Street
On October 23 2013 a lighting survey was conducted in the area of James and Washington Street in response to a request for additional street lighting From this survey the following was noted
There are currently five (5) working street lights on Washington Each light emits approximately 40 feet (surface area) of light
The VFW building has one (1) exterior flood light The VFWPaul D CampOverflow parking lot contains one (1) non-working light There are two (2) street lights on James that provide ambient lighting toward the
VFW There is an additional light behind the Childrenrsquos Center that emits approximately 25
feet (surface area) of light Large trees at the intersection of James and Washington Street significantly impact
lighting from two (2) street lights
The picture attached is a street overview provided by Google Earth Further a diagram details the current lighting status Please consult the following recommendations
Recommend removal of large trees directly in front of VFW to allow ambient lighting from street light that is approximately 75 feet away
Recommend the VFW install exterior flood lights on all four sides of the building Recommend repairing the light in the overflow parking with installation of one (1)
additional pole light Recommend additional lighting for the Head Start Building Playground and Gazebo
area Both James and Washington have significant sources of lighting
If there are any questions please feel free to contact me Respectfully Lt Matthew Rogers
CONFIDENTIAL
B
A A
B
VFW
Washington Street
Jam
es S
treet
Childrenrsquos Center
Light Pole
40 Feet of Lit Surface Area
Light Pole
25 Feet of Lit Surface Area
Non-working Light
Flood Light
Extremely Low Emittance
Poorly Lit Area
LEGEND
Head Start Building
Considerations for ordinance changes for utilities I reviewed the utility ordinances and spoke with representatives from Isle of Wight County the City of Suffolk the City of Chesapeake and the Town of Windsor Surprisingly Suffolk and Chesapeake utility policies are very similar to the Town of Smithfield They do not require a deposit and their setup fees are low Isle of Wight was the most aggressive regarding deposits penalties and collections Below is a detail of the feespolicies by locality for your review before we discuss potential changes that could benefit the Town I also included some of the code language and forms for Isle of Wight County ISLE OF WIGHT COUNTY
Fees for services (Residential Accts) Water Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $12000-to establish service-due at application
Sewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $9000-to establish service-due at application
Combined WaterSewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $21000-to establish service-due at application Their Code reads (this is for water sewer is similar) All customers shall pay a deposit prior to the installation of water service except those as exempted herein The customer desiring water service shall deposit with the county an amount equal to the average bill for that category of water customer for which water service is being requested including charges for sewer service and utility taxes based thereon if any for four months The amount of said deposit shall be determined administratively and adjusted from time to time as necessary
Deposits Any deposits paid by a water service customer and held by the county shall be returned upon request without interest after said deposit has been held by the county for six consecutive billing cycles provided said account has not been delinquent during this period Should the account become delinquent at any time during six consecutive billing cycles the deposit shall be retained by the county until six consecutive billing cycles have occurred without any delinquency in payments Upon the satisfactory completion of the six consecutive billing cycles said deposits may be credited to the next bill provided all outstanding debts have been paid for all county services and taxes
Business Accounts Business accounts are billed monthly as opposed to bi-monthly for residential
accounts Deposits are based on 4 month average bill for that type of commercial activity so it may vary
from business to business The service fee remains at $3000
Application for Service see below The Town application is similar but does not include the lease and
landlord information I would like to revise ours to cover those areas we do not currently address (see
highlighted sections)
Notice If Meters Are Tampered FAX 757-357-8203 With (To Turn On or Off) You PO BOX 108 Will Be Charged A $7000 Penalty ISLE OF WIGHT VA 23397 Phone 757-365-6284 or 757-365-6310
COUNTY OF ISLE OF WIGHT PUBLIC UTILITIES
Please complete the application below Applications are mandatory from customers Failure to complete application in full and payment of fees listed below may result in
refusal of service Thank you for your cooperation Should you have any questions please contact our business office at the number listed above
I HEREBY APPLY FOR AND AUTHORIZE THE COUNTY OF ISLE OF WIGHT TO PLACE WATER ANDOR SEWER SERVICE AT Address ________________________________________________________________Move in Date_____________________________
Responsible Party 1 Responsible Party 2
Mailing Address Mailing Address
City State Zip City State Zip
Home Phone Home Phone
Cell Phone Cell Phone
Driverrsquos License State Driverrsquos License State
Email address Email Address
Employer Employer
Employerrsquos Address Employerrsquos Address
Work Phone Work Phone
Buying | own home (yes) _ (no) ____ Rent (yes) _ ____ (no) _____
A copy of your lease is required if renting A scanned copy of your pictured id is required
If renting Name of landlord (or) agent handling property _________________________________________Phone _________________
Landlord address _____________________________________________________________________________________________________
Landlord SIGNED Authorization form must be completed and returned PRIOR TO SERVICE CONNECTIONS ndash SEE ATTACHED
DO YOU RECEIVE NEED BASED LOCAL STATE OR FEDERAL RENTAL ASSISTANCE [ ] YES [ ] NO
Previous Isle of Wight County water and | or sewer customer (yes) _______ (no) ______
If yes address _____________________________________________________ Dates Of Service From __________ To ___________________
Emergency contact
Name _________________________________________________________________Phone__________________Relationship _____________
The undersigned having completed this application hereby certifies to the accuracy and truth of the information contained herein The applicant hereby
authorizes the County of Isle of Wight to verify the correctness of this statement and obtain other information required to appraise this application The
undersigned fully understands that withholding or giving false information can be cause for termination of service by the county and can result in being
charged for criminal offense as provided by state law If applicant has an outstanding debt with any Isle of Wight County department debt must be paid in
full prior to any new connections I agree to pay late fee of 10 plus interest at 083 per month on any unpaid balance not received by the due date
I or We the undersigned as signatorysignatories to the mortgagelease agreement for the above referenced property herby acknowledge and agree
that the information and agree that the information provide on this application is true and correct I or We hereby accept the personal responsibility of
myour watersewer bills to the County of Isle of Wight guaranteeing full payment of the account Services may be disconnected if not paid in full by
due date and a new deposit will be required before services are restored Water may be disconnected immediately upon notice of any
dishonored payment
Responsible Signature 1 ___________________________________ Responsible Signature 2_______________________________
Date_________________ Date ________________
For Office Use Only
Water Connection Fee (Varies) $____________________
Sewer Connection Fee (Varies) $ ___________________
New Account Fee ($30 Non-Refundable) $____________________
Water Deposit ($120) $____________________
Sewer Deposit ($90) $____________________
Total Payment $_____________________
Account ________________________ Customer __________________________ Subdivision ______________________
Parcel ____________________ Route ________ Read Sequence _________ Pump _________District ____________
Paid by ___Check _______ ___Money Order ___ Cash ___Credit Card ________ Receipt _____________
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
1
Memorandum
To Chief Steven Bowman
CC Lt Colonel Alonzo Howell
From Lt Matthew Rogers
Date 102413
Re Lighting Survey (James amp Washington Street
On October 23 2013 a lighting survey was conducted in the area of James and Washington Street in response to a request for additional street lighting From this survey the following was noted
There are currently five (5) working street lights on Washington Each light emits approximately 40 feet (surface area) of light
The VFW building has one (1) exterior flood light The VFWPaul D CampOverflow parking lot contains one (1) non-working light There are two (2) street lights on James that provide ambient lighting toward the
VFW There is an additional light behind the Childrenrsquos Center that emits approximately 25
feet (surface area) of light Large trees at the intersection of James and Washington Street significantly impact
lighting from two (2) street lights
The picture attached is a street overview provided by Google Earth Further a diagram details the current lighting status Please consult the following recommendations
Recommend removal of large trees directly in front of VFW to allow ambient lighting from street light that is approximately 75 feet away
Recommend the VFW install exterior flood lights on all four sides of the building Recommend repairing the light in the overflow parking with installation of one (1)
additional pole light Recommend additional lighting for the Head Start Building Playground and Gazebo
area Both James and Washington have significant sources of lighting
If there are any questions please feel free to contact me Respectfully Lt Matthew Rogers
CONFIDENTIAL
B
A A
B
VFW
Washington Street
Jam
es S
treet
Childrenrsquos Center
Light Pole
40 Feet of Lit Surface Area
Light Pole
25 Feet of Lit Surface Area
Non-working Light
Flood Light
Extremely Low Emittance
Poorly Lit Area
LEGEND
Head Start Building
Considerations for ordinance changes for utilities I reviewed the utility ordinances and spoke with representatives from Isle of Wight County the City of Suffolk the City of Chesapeake and the Town of Windsor Surprisingly Suffolk and Chesapeake utility policies are very similar to the Town of Smithfield They do not require a deposit and their setup fees are low Isle of Wight was the most aggressive regarding deposits penalties and collections Below is a detail of the feespolicies by locality for your review before we discuss potential changes that could benefit the Town I also included some of the code language and forms for Isle of Wight County ISLE OF WIGHT COUNTY
Fees for services (Residential Accts) Water Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $12000-to establish service-due at application
Sewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $9000-to establish service-due at application
Combined WaterSewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $21000-to establish service-due at application Their Code reads (this is for water sewer is similar) All customers shall pay a deposit prior to the installation of water service except those as exempted herein The customer desiring water service shall deposit with the county an amount equal to the average bill for that category of water customer for which water service is being requested including charges for sewer service and utility taxes based thereon if any for four months The amount of said deposit shall be determined administratively and adjusted from time to time as necessary
Deposits Any deposits paid by a water service customer and held by the county shall be returned upon request without interest after said deposit has been held by the county for six consecutive billing cycles provided said account has not been delinquent during this period Should the account become delinquent at any time during six consecutive billing cycles the deposit shall be retained by the county until six consecutive billing cycles have occurred without any delinquency in payments Upon the satisfactory completion of the six consecutive billing cycles said deposits may be credited to the next bill provided all outstanding debts have been paid for all county services and taxes
Business Accounts Business accounts are billed monthly as opposed to bi-monthly for residential
accounts Deposits are based on 4 month average bill for that type of commercial activity so it may vary
from business to business The service fee remains at $3000
Application for Service see below The Town application is similar but does not include the lease and
landlord information I would like to revise ours to cover those areas we do not currently address (see
highlighted sections)
Notice If Meters Are Tampered FAX 757-357-8203 With (To Turn On or Off) You PO BOX 108 Will Be Charged A $7000 Penalty ISLE OF WIGHT VA 23397 Phone 757-365-6284 or 757-365-6310
COUNTY OF ISLE OF WIGHT PUBLIC UTILITIES
Please complete the application below Applications are mandatory from customers Failure to complete application in full and payment of fees listed below may result in
refusal of service Thank you for your cooperation Should you have any questions please contact our business office at the number listed above
I HEREBY APPLY FOR AND AUTHORIZE THE COUNTY OF ISLE OF WIGHT TO PLACE WATER ANDOR SEWER SERVICE AT Address ________________________________________________________________Move in Date_____________________________
Responsible Party 1 Responsible Party 2
Mailing Address Mailing Address
City State Zip City State Zip
Home Phone Home Phone
Cell Phone Cell Phone
Driverrsquos License State Driverrsquos License State
Email address Email Address
Employer Employer
Employerrsquos Address Employerrsquos Address
Work Phone Work Phone
Buying | own home (yes) _ (no) ____ Rent (yes) _ ____ (no) _____
A copy of your lease is required if renting A scanned copy of your pictured id is required
If renting Name of landlord (or) agent handling property _________________________________________Phone _________________
Landlord address _____________________________________________________________________________________________________
Landlord SIGNED Authorization form must be completed and returned PRIOR TO SERVICE CONNECTIONS ndash SEE ATTACHED
DO YOU RECEIVE NEED BASED LOCAL STATE OR FEDERAL RENTAL ASSISTANCE [ ] YES [ ] NO
Previous Isle of Wight County water and | or sewer customer (yes) _______ (no) ______
If yes address _____________________________________________________ Dates Of Service From __________ To ___________________
Emergency contact
Name _________________________________________________________________Phone__________________Relationship _____________
The undersigned having completed this application hereby certifies to the accuracy and truth of the information contained herein The applicant hereby
authorizes the County of Isle of Wight to verify the correctness of this statement and obtain other information required to appraise this application The
undersigned fully understands that withholding or giving false information can be cause for termination of service by the county and can result in being
charged for criminal offense as provided by state law If applicant has an outstanding debt with any Isle of Wight County department debt must be paid in
full prior to any new connections I agree to pay late fee of 10 plus interest at 083 per month on any unpaid balance not received by the due date
I or We the undersigned as signatorysignatories to the mortgagelease agreement for the above referenced property herby acknowledge and agree
that the information and agree that the information provide on this application is true and correct I or We hereby accept the personal responsibility of
myour watersewer bills to the County of Isle of Wight guaranteeing full payment of the account Services may be disconnected if not paid in full by
due date and a new deposit will be required before services are restored Water may be disconnected immediately upon notice of any
dishonored payment
Responsible Signature 1 ___________________________________ Responsible Signature 2_______________________________
Date_________________ Date ________________
For Office Use Only
Water Connection Fee (Varies) $____________________
Sewer Connection Fee (Varies) $ ___________________
New Account Fee ($30 Non-Refundable) $____________________
Water Deposit ($120) $____________________
Sewer Deposit ($90) $____________________
Total Payment $_____________________
Account ________________________ Customer __________________________ Subdivision ______________________
Parcel ____________________ Route ________ Read Sequence _________ Pump _________District ____________
Paid by ___Check _______ ___Money Order ___ Cash ___Credit Card ________ Receipt _____________
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
B
A A
B
VFW
Washington Street
Jam
es S
treet
Childrenrsquos Center
Light Pole
40 Feet of Lit Surface Area
Light Pole
25 Feet of Lit Surface Area
Non-working Light
Flood Light
Extremely Low Emittance
Poorly Lit Area
LEGEND
Head Start Building
Considerations for ordinance changes for utilities I reviewed the utility ordinances and spoke with representatives from Isle of Wight County the City of Suffolk the City of Chesapeake and the Town of Windsor Surprisingly Suffolk and Chesapeake utility policies are very similar to the Town of Smithfield They do not require a deposit and their setup fees are low Isle of Wight was the most aggressive regarding deposits penalties and collections Below is a detail of the feespolicies by locality for your review before we discuss potential changes that could benefit the Town I also included some of the code language and forms for Isle of Wight County ISLE OF WIGHT COUNTY
Fees for services (Residential Accts) Water Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $12000-to establish service-due at application
Sewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $9000-to establish service-due at application
Combined WaterSewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $21000-to establish service-due at application Their Code reads (this is for water sewer is similar) All customers shall pay a deposit prior to the installation of water service except those as exempted herein The customer desiring water service shall deposit with the county an amount equal to the average bill for that category of water customer for which water service is being requested including charges for sewer service and utility taxes based thereon if any for four months The amount of said deposit shall be determined administratively and adjusted from time to time as necessary
Deposits Any deposits paid by a water service customer and held by the county shall be returned upon request without interest after said deposit has been held by the county for six consecutive billing cycles provided said account has not been delinquent during this period Should the account become delinquent at any time during six consecutive billing cycles the deposit shall be retained by the county until six consecutive billing cycles have occurred without any delinquency in payments Upon the satisfactory completion of the six consecutive billing cycles said deposits may be credited to the next bill provided all outstanding debts have been paid for all county services and taxes
Business Accounts Business accounts are billed monthly as opposed to bi-monthly for residential
accounts Deposits are based on 4 month average bill for that type of commercial activity so it may vary
from business to business The service fee remains at $3000
Application for Service see below The Town application is similar but does not include the lease and
landlord information I would like to revise ours to cover those areas we do not currently address (see
highlighted sections)
Notice If Meters Are Tampered FAX 757-357-8203 With (To Turn On or Off) You PO BOX 108 Will Be Charged A $7000 Penalty ISLE OF WIGHT VA 23397 Phone 757-365-6284 or 757-365-6310
COUNTY OF ISLE OF WIGHT PUBLIC UTILITIES
Please complete the application below Applications are mandatory from customers Failure to complete application in full and payment of fees listed below may result in
refusal of service Thank you for your cooperation Should you have any questions please contact our business office at the number listed above
I HEREBY APPLY FOR AND AUTHORIZE THE COUNTY OF ISLE OF WIGHT TO PLACE WATER ANDOR SEWER SERVICE AT Address ________________________________________________________________Move in Date_____________________________
Responsible Party 1 Responsible Party 2
Mailing Address Mailing Address
City State Zip City State Zip
Home Phone Home Phone
Cell Phone Cell Phone
Driverrsquos License State Driverrsquos License State
Email address Email Address
Employer Employer
Employerrsquos Address Employerrsquos Address
Work Phone Work Phone
Buying | own home (yes) _ (no) ____ Rent (yes) _ ____ (no) _____
A copy of your lease is required if renting A scanned copy of your pictured id is required
If renting Name of landlord (or) agent handling property _________________________________________Phone _________________
Landlord address _____________________________________________________________________________________________________
Landlord SIGNED Authorization form must be completed and returned PRIOR TO SERVICE CONNECTIONS ndash SEE ATTACHED
DO YOU RECEIVE NEED BASED LOCAL STATE OR FEDERAL RENTAL ASSISTANCE [ ] YES [ ] NO
Previous Isle of Wight County water and | or sewer customer (yes) _______ (no) ______
If yes address _____________________________________________________ Dates Of Service From __________ To ___________________
Emergency contact
Name _________________________________________________________________Phone__________________Relationship _____________
The undersigned having completed this application hereby certifies to the accuracy and truth of the information contained herein The applicant hereby
authorizes the County of Isle of Wight to verify the correctness of this statement and obtain other information required to appraise this application The
undersigned fully understands that withholding or giving false information can be cause for termination of service by the county and can result in being
charged for criminal offense as provided by state law If applicant has an outstanding debt with any Isle of Wight County department debt must be paid in
full prior to any new connections I agree to pay late fee of 10 plus interest at 083 per month on any unpaid balance not received by the due date
I or We the undersigned as signatorysignatories to the mortgagelease agreement for the above referenced property herby acknowledge and agree
that the information and agree that the information provide on this application is true and correct I or We hereby accept the personal responsibility of
myour watersewer bills to the County of Isle of Wight guaranteeing full payment of the account Services may be disconnected if not paid in full by
due date and a new deposit will be required before services are restored Water may be disconnected immediately upon notice of any
dishonored payment
Responsible Signature 1 ___________________________________ Responsible Signature 2_______________________________
Date_________________ Date ________________
For Office Use Only
Water Connection Fee (Varies) $____________________
Sewer Connection Fee (Varies) $ ___________________
New Account Fee ($30 Non-Refundable) $____________________
Water Deposit ($120) $____________________
Sewer Deposit ($90) $____________________
Total Payment $_____________________
Account ________________________ Customer __________________________ Subdivision ______________________
Parcel ____________________ Route ________ Read Sequence _________ Pump _________District ____________
Paid by ___Check _______ ___Money Order ___ Cash ___Credit Card ________ Receipt _____________
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Considerations for ordinance changes for utilities I reviewed the utility ordinances and spoke with representatives from Isle of Wight County the City of Suffolk the City of Chesapeake and the Town of Windsor Surprisingly Suffolk and Chesapeake utility policies are very similar to the Town of Smithfield They do not require a deposit and their setup fees are low Isle of Wight was the most aggressive regarding deposits penalties and collections Below is a detail of the feespolicies by locality for your review before we discuss potential changes that could benefit the Town I also included some of the code language and forms for Isle of Wight County ISLE OF WIGHT COUNTY
Fees for services (Residential Accts) Water Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $12000-to establish service-due at application
Sewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $9000-to establish service-due at application
Combined WaterSewer Service fee $3000-to establish an account-due at application Transfer fee $3000-to transfer account to new address Deposit $21000-to establish service-due at application Their Code reads (this is for water sewer is similar) All customers shall pay a deposit prior to the installation of water service except those as exempted herein The customer desiring water service shall deposit with the county an amount equal to the average bill for that category of water customer for which water service is being requested including charges for sewer service and utility taxes based thereon if any for four months The amount of said deposit shall be determined administratively and adjusted from time to time as necessary
Deposits Any deposits paid by a water service customer and held by the county shall be returned upon request without interest after said deposit has been held by the county for six consecutive billing cycles provided said account has not been delinquent during this period Should the account become delinquent at any time during six consecutive billing cycles the deposit shall be retained by the county until six consecutive billing cycles have occurred without any delinquency in payments Upon the satisfactory completion of the six consecutive billing cycles said deposits may be credited to the next bill provided all outstanding debts have been paid for all county services and taxes
Business Accounts Business accounts are billed monthly as opposed to bi-monthly for residential
accounts Deposits are based on 4 month average bill for that type of commercial activity so it may vary
from business to business The service fee remains at $3000
Application for Service see below The Town application is similar but does not include the lease and
landlord information I would like to revise ours to cover those areas we do not currently address (see
highlighted sections)
Notice If Meters Are Tampered FAX 757-357-8203 With (To Turn On or Off) You PO BOX 108 Will Be Charged A $7000 Penalty ISLE OF WIGHT VA 23397 Phone 757-365-6284 or 757-365-6310
COUNTY OF ISLE OF WIGHT PUBLIC UTILITIES
Please complete the application below Applications are mandatory from customers Failure to complete application in full and payment of fees listed below may result in
refusal of service Thank you for your cooperation Should you have any questions please contact our business office at the number listed above
I HEREBY APPLY FOR AND AUTHORIZE THE COUNTY OF ISLE OF WIGHT TO PLACE WATER ANDOR SEWER SERVICE AT Address ________________________________________________________________Move in Date_____________________________
Responsible Party 1 Responsible Party 2
Mailing Address Mailing Address
City State Zip City State Zip
Home Phone Home Phone
Cell Phone Cell Phone
Driverrsquos License State Driverrsquos License State
Email address Email Address
Employer Employer
Employerrsquos Address Employerrsquos Address
Work Phone Work Phone
Buying | own home (yes) _ (no) ____ Rent (yes) _ ____ (no) _____
A copy of your lease is required if renting A scanned copy of your pictured id is required
If renting Name of landlord (or) agent handling property _________________________________________Phone _________________
Landlord address _____________________________________________________________________________________________________
Landlord SIGNED Authorization form must be completed and returned PRIOR TO SERVICE CONNECTIONS ndash SEE ATTACHED
DO YOU RECEIVE NEED BASED LOCAL STATE OR FEDERAL RENTAL ASSISTANCE [ ] YES [ ] NO
Previous Isle of Wight County water and | or sewer customer (yes) _______ (no) ______
If yes address _____________________________________________________ Dates Of Service From __________ To ___________________
Emergency contact
Name _________________________________________________________________Phone__________________Relationship _____________
The undersigned having completed this application hereby certifies to the accuracy and truth of the information contained herein The applicant hereby
authorizes the County of Isle of Wight to verify the correctness of this statement and obtain other information required to appraise this application The
undersigned fully understands that withholding or giving false information can be cause for termination of service by the county and can result in being
charged for criminal offense as provided by state law If applicant has an outstanding debt with any Isle of Wight County department debt must be paid in
full prior to any new connections I agree to pay late fee of 10 plus interest at 083 per month on any unpaid balance not received by the due date
I or We the undersigned as signatorysignatories to the mortgagelease agreement for the above referenced property herby acknowledge and agree
that the information and agree that the information provide on this application is true and correct I or We hereby accept the personal responsibility of
myour watersewer bills to the County of Isle of Wight guaranteeing full payment of the account Services may be disconnected if not paid in full by
due date and a new deposit will be required before services are restored Water may be disconnected immediately upon notice of any
dishonored payment
Responsible Signature 1 ___________________________________ Responsible Signature 2_______________________________
Date_________________ Date ________________
For Office Use Only
Water Connection Fee (Varies) $____________________
Sewer Connection Fee (Varies) $ ___________________
New Account Fee ($30 Non-Refundable) $____________________
Water Deposit ($120) $____________________
Sewer Deposit ($90) $____________________
Total Payment $_____________________
Account ________________________ Customer __________________________ Subdivision ______________________
Parcel ____________________ Route ________ Read Sequence _________ Pump _________District ____________
Paid by ___Check _______ ___Money Order ___ Cash ___Credit Card ________ Receipt _____________
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Notice If Meters Are Tampered FAX 757-357-8203 With (To Turn On or Off) You PO BOX 108 Will Be Charged A $7000 Penalty ISLE OF WIGHT VA 23397 Phone 757-365-6284 or 757-365-6310
COUNTY OF ISLE OF WIGHT PUBLIC UTILITIES
Please complete the application below Applications are mandatory from customers Failure to complete application in full and payment of fees listed below may result in
refusal of service Thank you for your cooperation Should you have any questions please contact our business office at the number listed above
I HEREBY APPLY FOR AND AUTHORIZE THE COUNTY OF ISLE OF WIGHT TO PLACE WATER ANDOR SEWER SERVICE AT Address ________________________________________________________________Move in Date_____________________________
Responsible Party 1 Responsible Party 2
Mailing Address Mailing Address
City State Zip City State Zip
Home Phone Home Phone
Cell Phone Cell Phone
Driverrsquos License State Driverrsquos License State
Email address Email Address
Employer Employer
Employerrsquos Address Employerrsquos Address
Work Phone Work Phone
Buying | own home (yes) _ (no) ____ Rent (yes) _ ____ (no) _____
A copy of your lease is required if renting A scanned copy of your pictured id is required
If renting Name of landlord (or) agent handling property _________________________________________Phone _________________
Landlord address _____________________________________________________________________________________________________
Landlord SIGNED Authorization form must be completed and returned PRIOR TO SERVICE CONNECTIONS ndash SEE ATTACHED
DO YOU RECEIVE NEED BASED LOCAL STATE OR FEDERAL RENTAL ASSISTANCE [ ] YES [ ] NO
Previous Isle of Wight County water and | or sewer customer (yes) _______ (no) ______
If yes address _____________________________________________________ Dates Of Service From __________ To ___________________
Emergency contact
Name _________________________________________________________________Phone__________________Relationship _____________
The undersigned having completed this application hereby certifies to the accuracy and truth of the information contained herein The applicant hereby
authorizes the County of Isle of Wight to verify the correctness of this statement and obtain other information required to appraise this application The
undersigned fully understands that withholding or giving false information can be cause for termination of service by the county and can result in being
charged for criminal offense as provided by state law If applicant has an outstanding debt with any Isle of Wight County department debt must be paid in
full prior to any new connections I agree to pay late fee of 10 plus interest at 083 per month on any unpaid balance not received by the due date
I or We the undersigned as signatorysignatories to the mortgagelease agreement for the above referenced property herby acknowledge and agree
that the information and agree that the information provide on this application is true and correct I or We hereby accept the personal responsibility of
myour watersewer bills to the County of Isle of Wight guaranteeing full payment of the account Services may be disconnected if not paid in full by
due date and a new deposit will be required before services are restored Water may be disconnected immediately upon notice of any
dishonored payment
Responsible Signature 1 ___________________________________ Responsible Signature 2_______________________________
Date_________________ Date ________________
For Office Use Only
Water Connection Fee (Varies) $____________________
Sewer Connection Fee (Varies) $ ___________________
New Account Fee ($30 Non-Refundable) $____________________
Water Deposit ($120) $____________________
Sewer Deposit ($90) $____________________
Total Payment $_____________________
Account ________________________ Customer __________________________ Subdivision ______________________
Parcel ____________________ Route ________ Read Sequence _________ Pump _________District ____________
Paid by ___Check _______ ___Money Order ___ Cash ___Credit Card ________ Receipt _____________
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Landlord Authorization The County does use this form as allowed in the Virginia State Code sect 152-2119 Fees and charges for water and sewer services (see code sample form below)
DATE [INSERT NAME OF WATER AND SEWER SERVICES PROVIDER AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ RE [INSERT FULL TENANT NAME AND ADDRESS] ________________________________________ ________________________________________ ________________________________________ To Whom It May Concern [INSERT TENANT NAME] has entered into a lease for the property located at [INSERT ADDRESS] and is authorized to obtain services at this address as a tenant of [INSERT PROPERTY OWNER NAME] Signed ________________________________________ PROPERTY OWNER Henrico added this Does the tenant(s) qualify for need based local state or federal rental assistance Y N
If yes please enclose the approved Request for Tenancy form from HUD
Delinquent Accounts $7500 disconnect fee for non-payment May require additional deposit $7000 fee for line inspection if reconnected without authorization Delinquent penalty $10 amp interest 83month
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Water Code reads
Sec 161-11 Generally
(a)
All accounts shall be billed on a cycle of not more than seventy days Bills for water
supplied including charges for sewage disposal service and utility taxes based thereon
if any are due and payable upon the date set forth therein Late fees will be assessed
commencing the next business day after the due date as indicated on the bill
Disconnection notices shall be mailed after the due date set forth on the bill and
disconnection services will be scheduled by the department of general services Such
disconnection of service shall occur if payment along with any applicable late fees is
not received within ten days from the date of such disconnection notice Upon payment
of all utility charges service reconnection will be made within twenty-four hours of
disconnection between the hours of 830 am and 400 pm of the next business day
except in emergency situations andor severe weather conditions which may delay such
reconnection If payment is not received within the ten-day period the county shall
apply any deposits currently being held to the outstanding balance due and discontinue
water service until payment of all outstanding balances disconnect fee and a new
deposit are paid in full
(b)
Payment of such bills shall be made at any office or collection agencies or agencies
established by the county for that purpose on the days and during the hours thereof
such office or collection agencies are open for business Payment of such bills at
collection agencies and regulations and accounting procedures pertaining thereto shall
be as prescribed by the county
(c)
All water for which a charge is made under this section passing through a meter shall be
charged for whether used consumed or wasted provided however that where
underground or inside leaks or both occur in water pipes and the owner or occupant
of such premises or the consumer thereof after receiving written notice of excess
consumption shall have all necessary repairs made promptly shall furnish the county
with a plumbers letter certifying that the repairs have been made and the date
completed and shall have repairs inspected and approved by utility personnel The
county may make credit to such owner occupant or consumer of the total charge in
excess of the average bill for the premises as may be deemed reasonable A maximum
of fifty percent credit on excess charges based on the previous six-months average may
be allowed Only one adjustment credit may be allowed for the same premises within
six consecutive months
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
(d)
In the event of any billing error discovered corrections may be made for the previous
thirty-six-month billing period at the discretion of the county treasurer or director of
general services
(e)
Should any customer obstruct the ability of utility personnel to read meters or
disconnect service said customer shall be responsible for all cost associated to perform
task
Sec 161-12 Service disconnection
When water service to any premises has been disconnected by the county for any
reason water service shall be reconnected only by an authorized representative of the
county If water service is disconnected for nonpayment of a county utility billing as
provided in section 16111 then a seventy-five-dollar penalty shall apply for each
disconnection in addition to the payment of the outstanding water bill any outstanding
late charges by the customer to the county and the water service customer shall pay a
deposit as specified in section 161-17 If water service to any location is reconnected
without express authorization by the county in addition to any legal remedy which the
county may pursue for such illegal reconnection then an additional seventy-dollar fee
for a line inspection shall apply The payment of said line inspection fee shall be in
addition to any fine or settlement secured as a result of any such legal action All costs
to repair any damage as a result of the illegal connection shall be the responsibility of
the customer
CITY OF SUFFOLK Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $1000 setup charge as if a new account No Deposit required Delinquent Accounts
$1000 door tag placement $2500 disconnectreconnect fee $5000 meter removal $100 illegal connectreconnection of water service
Finance charges 15 per month with $050 minimum
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
TOWN OF WINDSOR Fees for services (Water Accts) Sewer service in certain areas provided by IOW New Account Administration fee-$3000 Deposit-$7500 (held until account is terminated) Delinquent Accounts $3000 disconnectreconnect fee Late charge-10 or $15 whichever is greater on delinquent balance
CITY OF CHESAPEAKE Fees for services (All Accts) New Account Setup Charge-$1000-charged on 1st bill Transfer fee- $750 for transfer of any utility account No Deposit required Delinquent Accounts
$1500 disconnectreconnect fee Finance charges 12 of the balance
Note They do use the landlord authorization form
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
RevenueGeneral Fund revenues
General Fund revenues
Real Estate Tax
Current RE Tax 166000000 744859 165255141 045
Delinquent RE Tax 2000000 68309 1931691 342
Current RE Penalty 650000 - 650000 000
Delinquent RE Penalty 200000 34922 165078 1746
Current RE Interest 100000 - 100000 000
Delinquent RE Interest 340000 39512 300488 1162
Total Real Estate Taxes 169290000 887602 168402398 052
Personal Property Tax
Current PP Tax 83800000 24079489 59720511 2873
Delinquent PP Tax 3500000 442465 3057535 1264
Current PP Penalty 1350000 - 1350000 000
Delinquent PP Penalty 600000 104012 495988 1734
Current PP Interest 65000 - 65000 000
Delinquent PP Interest 432000 52216 379784 1209
Town of SmithfieldGeneral Fund Operating Budget
q
Total Personal Property Tax 89747000 24678182 65068818 2750
Miscellaneous Receipts OverShort 1500 481 1019 3207Total OverShort 1500 481 1019 3207
Other Taxes
Franchise Tax 11985500 - 11985500 000
Cigarette Tax 13000000 3547520 9452480 2729
Transient Occupancy Tax 14200000 3333695 10866305 2348
Meals Tax-4 79427000 21254849 58172151 2676
Meals Tax-2 39713500 10627425 29086075 2676
Communications Tax 24500000 2002504 22497496 817
Rolling Stock 1300 1575 (275) 12115
Rental Tax 130000 - 130000 000
Sales Tax 24300000 2205681 22094319 908
Consumption Tax 4750000 653880 4096120 1377
Utility Tax 19450000 2321117 17128883 1193
Total Other Local Taxes 231457300 45948246 185509054 1985
Licenses Permits amp Privilege Fees
Business Licenses 33000000 3278258 29721742 993
1
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Business Licenses Penalty 642000 285990 356010 4455
Business Licenses Interest 64500 138386 (73886) 21455
Permits amp Other Licenses 1300000 308090 991910 2370
WC Dog Park Registration 220000 42200 177800 1918
Consultant Review Fees 500000 303880 196120 6078
Vehicle License Tags - 300 (300) DIV0
Vehicle License 13550000 189817 13360183 140
Total Licenses permits and privilege fees 49276500 4546921 44729579 923
Fines amp Costs
Public Defender Fee - - - DIV0
Fines amp Costs 5700000 1115306 4584694 1957
Total Fines amp Forfeitures 5700000 1115306 4584694 1957
From Use of Money and Property
General Fund Interest 640000 153071 486929 2392
Beautification Fund Interest 8500 4215 4285 4959
Rentals 1568500 214346 1354154 1367
Smithfield Center Rentals 14300000 3519078 10780922 2461S t e d Ce te e ta s 3000 00 35 90 8 0 809 6
Smithfield Center Vendor Programs 450000 - 450000 000
Kayak Rentals - 690025 (690025) DIV0
Special Events 100000 41000 59000 4100
Fingerprinting Fees 100000 38000 62000 3800
Sale of Equipment 100000 23900 76100 2390
Lease of Land 52500 - 52500 000
Total revenue from use of money and property 17319500 4683635 12635865 2704
Miscellaneous Revenue
Other Revenue 220000 55200 164800 2509
Cash Proffer Revenues - 800000 (800000) DIV0
Obici Foundation Wellness Grant 1250000 1000000 250000 8000
Virginia Municipal Group Safety Grant 386100 400000 (13900) 10360
Total Miscellaneous Revenue 1856100 2255200 (399100) 12150
From Reserves
Restricted Reserves-Beautification - - - DIV0
Reserves-Pinewood Escrow 1461800 365448 1096352 2500
From Operating Reserves 52907500 37479803 15427697 7084
Total From Reserves 54369300 37845251 16524049 6961
2
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Intergovernmental Virginia
Law Enforcement (no change budgeted for 2014) 16153300 4038300 12115000 2500
Litter Control Grant 376500 332100 44400 8821
Police Block Grants-State 100000 - 100000 000
Fire Programs 1946100 - 1946100 000
VCA Grant 500000 500000 - 10000
DCA Grant (Dam) 1700000 1700000 000
SNAP Program - 38400 (38400) DIV0
FEMA-VDEM (state portion) - - DIV0
Fuel Refund (state) 86500 1232 85268 142
Total State Revenue 20862400 4910032 15952368 2354
Intergovernmental Federal
Federal Grants 500000 308112 191888 6162
Urban Fund Partial Use Allocation (80) - - DIV0
FEMA-federal portion - - DIV0
Pinewood Heights CDBG Relocation Grant-Phase II 50019400 50019400 000
Federal Fuel Income 100000 100000 000
Total Federal Revenue 50619400 308112 50311288 061ota ede a e e ue 506 9 00 308 503 88 0 6
Other Financing Sources
Operating Transfers In
Transfer In for Debt Service - - - DIV0Total Operating Transfers In - - - DIV0
Other Financing Sources
Note Proceeds-HVAC Financing (Smithfield Center) - - DIV0
General Obligation Bond-Capital Asset financing (ball fields) 40000000 40000000 000
Insurance Recoveries - - DIV0Total Other Financing Sources 40000000 - 40000000 000
Contributions
CHIPS Contributions 250000 250000 000
Bike Rack - - DIV0
Public Restroom - DIV0
Porcine Statues - - DIV0
Contribution-Smithfield Foods Donation to PD - DIV0
Contribution-Motorcycle Donation - DIV0
Ruritan Club Contribution-Ivy Hill Bench - - DIV0
Contributions-Employee Awards - - DIV0
3
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Contributions-IOW County (ball fields) 2500000 2500000 000
Contributions-IOW County Port Authority Grants - - DIV0
Farmers Bank-Police Department - - DIV0
Contributions South Church Street Improvement Project - - DIV0Total Contributions 2750000 - 2750000 000
Total General Fund Revenue 733249000 127178968 606070032 1734
Less Revenues Loan Funds Grants and Contributions related
to capital projects
General Obligation Bond-HVAC Financing - - - General Obligation Bond-Land Acquisition (40000000) - (40000000) Cash Proffer Revenues - (800000) 800000
Meals Tax (2) allocated to Special Projects (39713500) (10627425) (29086075) Pinewood Heights Reserves (1461800) (37845251) 36383451 Contributions to Ball Fields (IOW) (2500000) (2500000)
Pinewood Heights Relocation Project -Grant (50019400) - (50019400)
Total Non-operating Revenues (133694700) (49272676) (84422024) 3685
Total General Fund Operating Revenues 599554300 77906292 521648008 1299
General Fund BudgetExpenses
Adopted Budget Actual as of Remaining of
Description 20132014 093013 Budget budget
GENERAL GOVERNMENT
Town Council
Salaries 4000000 901000 3099000 2253
FICA 350000 79558 270442 2273
Employee WellnessAssistance Plan 180000 40950 139050 2275
Legal Fees 3200000 449750 2750250 1405
Election Expense 300000 - 300000 -
Maintenance contracts 69500 - 69500 -
Advertising 3000000 81300 2918700 271
Professional Services 150000 - 150000 000
Records Management maint amp upgrades-software (to be moved) 848400 625000 223400 7367
Site Plan Review 500000 - 500000 000
4
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Communications 350000 15896 334104 454
Insurance 2743500 1331500 1412000 4853
Supplies 2000000 523282 1476718 2616
Travel amp Training 600000 172500 427500 2875
SubscriptionsMemberships 910000 824300 85700 9058Council Approved Items 1600000 94175 1505825 589
Public Defender Fees 200000 (12000) 212000 -600
Bank Charges 62500 1600 60900 256
SpecialProjects 250000 228391 21609 9136
Smithfield CHIPS program 377200 283000 94200 7503
Update Town Charter amp Code 200000 104200 95800 5210
Annual Christmas Parade 40000 - 40000 000
Council Approved Hwy - - - -
Total Town Council 21931100 5744402 16186698 2619
Town Manager
Salaries 21684000 4282902 17401098 1975
FICA 1735000 350780 1384220 2022
VSRS 2510000 621065 1888935 2474
Health 3745500 939341 2806159 2508
Auto Expense 50000 17000 33000 3400
Maintenance Contracts 170000 - 170000 000
Communications 1550000 273476 1276524 1764
Insurance 291000 134386 156614 4618
Supplies 550000 119382 430618 2171
Dues amp Subscriptions 294000 141178 152822 4802
Computer amp technology expenses 1600000 499276 1100724 3120
Travel amp Training 780000 131252 648748 1683
Other 10000 3166 6834 3166
TM Allocated to Hwy - - - DIV0
Total Town Manager 34969500 7513204 27456296 2149
Treasurer
Salaries 25817000 5165325 20651675 2001
FICA 2065500 423052 1642448 2048
VSRS 2923000 723536 2199464 2475
Health 3284000 822267 2461733 2504
Audit 1150000 - 1150000 000
5
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Depreciation Software 270000 - 270000 000
Communications 808000 187121 620879 2316
Data Processing 1800000 399791 1400209 2221
Service Contracts 1850000 481362 1368638 2602
Insurance 251000 115914 135086 4618
Supplies 1500000 103102 1396898 687
Dues amp Subscriptions 230000 87536 142464 3806
Credit Card Processing 100000 16287 83713 1629
Cigarette Tax Stamps 256500 - 256500 000
Travel amp Training 200000 - 200000 000
Other 10000 - 10000 000
Treasurer Alloc to Hwy - - - DIV0
Total Treasurer 42515000 8525293 33989707 2005
PUBLIC SAFETY
Police Department
Salaries 132214000 28315953 103898047 2142
FICA 10577500 2278477 8299023 2154
VSRS 139 100 00 34 096 81 105 003 19 24 51VSRS 13910000 3409681 10500319 2451
Health Insurance 18595000 4487304 14107696 2413
Pre-employ screeningEmp Medical 200000 - 200000 000
Uniforms 2400000 375452 2024548 1564
Service Contracts 3700000 2311758 1388242 6248
Communications 6500000 837246 5662754 1288
Computer amp Technology Expenses 1000000 (23463) 1023463 -235
Insurance 5193500 2398408 2795092 4618
Ins - LODA 1096200 1096137 063 9999
Materials amp Supplies 3050000 303958 2746042 997
Dues amp Subscriptions 650000 90100 559900 1386
Equipment 1500000 126112 1373888 841
Radio amp Equipment repairs 350000 350000 000
Vehicle Maintenance 5000000 507314 4492686 1015
Gas 8500000 1314854 7185146 1547
Tires 750000 - 750000 000
Travel amp Training 2750000 1051773 1698227 3825
Special Events 50000 15459 34541 3092
Police Grants 2447800 (171015) 2618815 -699
Investigation expenses 500000 - 500000 000
Other 50000 1500 48500 300
Total Police Department 220984000 48727008 172256992 2205
6
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Fire Department
Fuel Fund amp Travel 1300000 - 1300000 000
State Pass Thru 1946100 - 1946100 000
Total Fire Department 3246100 - 3246100 000
Contributions-Public Safety
Coast Guard Auxiliary 25000 - 25000 000
Rescue Squad-shared maintenance - - - DIV0
E911 Dispatch Center 11895000 - 11895000 000
Fire Department Rescue Truck 1000000 - 1000000 000
Total Contributions-Public Safety 12920000 - 12920000 000
PARKS RECREATION amp CULTURAL
Smithfield Center
Salaries 18617000 3853534 14763466 2070
FICA 14 895 00 3 384 41 11 510 59 22 72FICA 1489500 338441 1151059 2272
VSRS 1636500 405114 1231386 2475
Health 2078000 526052 1551948 2532
Uniforms 120000 - 120000 000
Contracted Services 2300000 387229 1912771 1684
Retail Sales amp Use Tax 50000 7854 42146 1571
Utilities 3000000 349527 2650473 1165
Communications 2150000 221167 1928833 1029
Computer amp technology expenses 250000 - 250000 000
Insurance 481000 222130 258870 4618
Kitchen Supplies 400000 63299 336701 1582
Office SuppliesOther Supplies 400000 54679 345321 1367
Food Service amp Beverage Supplies 800000 66242 733758 828
AV Supplies 100000 5793 94207 579
Repairs amp Maintenance 4000000 309359 3690641 773
Systems Maintenance (HVAC AV Generator) 1000000 - 1000000 000
Landscaping 1200000 165898 1034102 1382
Travel amp Training 200000 140100 59900 7005
Programming Expenses 100000 - 100000 000
Advertising 2000000 805125 1194875 4026
Refund event deposits 350000 147625 202375 4218
Credit card processing expense 450000 130319 319681 2896
7
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total Smithfield Center 43172000 8199487 34972513 1899
Contributions-Parks Recreation and Cultural
Farmers Market 300000 - 300000 000
BSV Parking Lot - 507240 (507240) DIV0
TUMC Parking Lot 150000 37500 112500 2500
Hampton Roads Partnership 196000 - 196000 000
Isle of Wight Arts League 1000000 500000 500000 5000
Library 1000000 - 1000000 000
Total Contributions-Park Recreation and Cultural 2646000 1044740 1601260 3948
Windsor Castle Park
Salaries 7382000 1541708 5840292 2088
FICA 591000 126270 464730 2137
VSRS 850500 214799 635701 2526
Health 1387000 331331 1055669 2389
Contracted Services 500000 88095 411905 1762
Grass Cutting 3000000 695180 2304820 2317
Professional Services 100000 44427 55573 4443o ess o a Se ces 000 00 555 3 3
Utilities 500000 19704 480296 394
Supplies 250000 2839 247161 114
Repairs amp Maintenance 4000000 298538 3559222 1102
Other - 10125 (10125) DIV0
Total Windsor Castle Park 18560500 3373016 15045244 1817
Other Parks amp Recreation
Fishing Pier- - - - -
Jersey Park Playground 100000 - 100000 000
Pinewood Playground 50000 - 50000 000
Clontz Park 160000 33149 126851 2072
Community Wellness Initiative 3500000 1448456 2051544 4138
SNAP Program - 61925 (61925) DIV0
Waterworks Dam 3400000 1530000 1870000 4500
Haydens Lane Maintenance 290000 10465 279535 361
Veterans War Memorial 100000 5918 94082 592
Fireworks 200000 200000 - 10000
Total Parks amp Recreation 7800000 3289913 4510087 4218
8
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
COMMUNITY DEVELOPMENT
Pinewood Heights
Non-CDBG Contributed Operating Expenses
Administration
PrecontractERR - - - DIV0
Management Assistance 1200000 175472 1024528 1462
MonitoringCloseout 250000 - 250000 000
Permanent Relocation
Owner Occupied Households 10782600 - 10782600 000
Renter Occupied Households 13415500 365448 13050052 272
Moving Costs 1390000 - 1390000 000
Relocation Specialist 1063300 - 1063300 000
Acquisition Specialist 1500000 - 1500000 000
Clearance amp Demolition 2900000 625000 2275000 2155
Subtotal Non CDBG 32501400 1165920 31335480 359
CDBG Contributed Operating Expenses
Permanent Relocation
Owner Occupied Households 23039400 - 23039400 000
Renter Occupied Households - - -
Clearance amp Demolition - - - DIV0
- - DIV0
Subtotal CDBG 23039400 - 23039400 000
Total Pinewood Heights Contributions 55540800 1165920 54374880 210
Contributions-Community Development
APVA Courthouse Contribution 500000 - 500000 000
Chamber of Commerce 600000 600000 - 10000
Christian Outreach 1400000 - 1400000 000
Genieve Shelter 900000 - 900000 000
TRIAD 165000 - 165000 000
9
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Tourism Bureau 20997600 - 20997600 000
Western Tidewater Free Clinic 3333900 - 3333900 000
YMCA Projects 5000000 - 5000000 000Total Contributions-Community Development 32896500 600000 32296500 182
PUBLIC WORKS
Planning Engineering amp Public Works
Salaries 20353000 4356844 15996156 2141
FICA 1628500 356834 1271666 2191
VSRS 2475000 628123 1846877 2538
Health 3360000 841970 2518030 2506
Uniforms 200000 15451 184549 773
Contractual 912500 127685 784815 1399
GIS 120000 - 120000 000
Recycling-new contract 21272500 5311504 15960996 2497
Trash Collection-new contract 22755500 5563125 17192375 2445
Street Lights 500000 15833 484167 317
Communications 1500000 238948 1261052 1593
Safety Meetings 500000 45458 454542 909Safety Meetings 500000 45458 454542 909
Insurance 806000 372218 433782 4618
Materials amp Supplies 600000 83079 516921 1385
Repairs amp Maintenance 900000 87700 812300 974
Gas amp Tires 1050000 132521 917479 1262
Travel amp Training 600000 109574 490426 1826
Litter Control Grant 376500 - 376500 000
Dues amp Subscriptions 200000 23200 176800 1160
Other 100000 54461 45539 5446
Public Works Alloc to Hwy - - - -
Total Public Works 80209500 18364528 61844972 2290
PUBLIC BUILDINGS
Public Buildings
Salaries 2123500 485136 1638364 2285
FICA 170000 43862 126138 2580
Contractual 900000 390444 509556 4338
Communications 175000 22988 152012 1314
Utilities 4700000 744672 3955328 1584
Insurance 317600 202370 115230 6372
Materials amp Supplies 300000 - 300000 000
Materials amp Supplies-Town Manager - 1252 (1252) DIV0
10
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Materials amp Supplies-Police Department - 27616 (27616) DIV0
Materials amp Supplies-Town Hall - 7158 (7158) DIV0
Materials amp Supplies-Public Works - 8000 (8000) DIV0
Materials amp Supplies-Public Restrooms - 43637 (43637) DIV0
Repairs amp Maintenance 2928900 530813 2398087 1812
Rent Expense-Office Space 480000 120000 360000 2500
Other 100000 - 100000 000
Alloc Costs to Hwy - - - -
Total Public Buildings 12195000 2627948 9567052 2155
OTHER FINANCING USES
Other Financing Uses
Transfers to Operating Reserves - - DIV0
Transfers to Restricted Reserves-Special Projects (Pinewood) - 9826953 (9826953) -
Transfers to Restricted Reserves-S Church Street Project - - - -
Total Transfers To Reserves - 9826953 (9826953) DIV0
DEBT SERVICE
D bt S iDebt ServicePrincipal Retirement
Public Building Acquisition 1991400 - 1991400 000
HVAC 1530000 249783 1280217 1633
Ball Fields 7375000 - 7375000 -
Line of Credit Retirement-interest 500000 500000 000
Ball field financing
Interest and fiscal charges
Public Building Acquisition 3319500 - 3319500 000
HVAC 237000 45923 191077 1938
Ball Fields 1465000 - 1465000 000Total Debt Service 16417900 295706 16122194 180
Total General Fund Expenses 606003900 119298118 486563542 1969
Less Expenses related to capital projects Legal Fees - - -
Professional Fees - - -
Pinewood Heights Relocation Project Expenses (55540800) (1165920) (54374880)
Pinewood Heights Line of Credit Expenses (500000) - (500000)
Total Non-operating Expenses (56040800) (1165920) (54874880) 208
11
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
10242013
Adopted Budget Actual as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldGeneral Fund Operating Budget
Total General Fund Operating Expenses 549963100 118132198 431688662 2148
Net Operating Reserve (+-) 49591200 (40225906) 89959346 -8112
Net Reserve (+-) 127245100 7880850 119506490 619
12
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Net Operating Reserves (Deficit) 127245100 7880850 119364250 619
Capital OutlayGeneral Fund
GENERAL GOVERNMENT
COMMUNITY DEVELOPMENTPinewood Heights Relocation-CIP
Non CDBG Capital Acquisition Owner Occupied Units (123700) (123700) 000 Renter Occupied Units (15801900) (15801900) 000 Vacant Lots - - - AppraisalLegal (717000) (717000) 000Subtotal Non CDBG Capital Acquistion (16642600) - (16642600) 000
CDBG Capital Acquisition-MY2 Owner Occupied Units (26980000) (26980000) 000 Renter Occupied Units - - - Vacant Lots - - - Subtotal CDBG Capital Acquisition (26980000) - (26980000) 000
Total Pinewood Heights Relocation CIP (43622600) - (43622600) 000 TOWN COUNCIL
Cable 6 upgrades - - - DIV0
DOCSTAR server (765000) (765000) 000
TREASURER
Computer Equipment System upgrades
AS400 Server (4500000) (4500000) 000
PARKS RECREATION AND CULTURAL
Porcine statues - DIV0
Smithfield Center-HVAC unit - DIV0 Smithfield Center upgrades (2800000) (2800000) 000Smithfield Center Asphalt Repairs (600000) (600000) 000 Public Park Improvements (Clontz Park Tot Lots Waterworks Lake) (2500000) (2500000) 000
Windsor Castle-Light Tower - DIV0Windsor Castle-Station Bridge - DIV0Windsor Castle Park-outbuildings (10000000) (10000000) 000
PUBLIC SAFETYPolice Police Vehicles (10170000) (7328700) (2841300) 7206
13
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013
Ipads for vehicles - DIV0 Copier (1000000) (1000000) - Donated Opticom - DIV0 Donated motorcycle ($5000) - DIV0
PUBLIC WORKS Vehicles and Equipment (500000) (500000) 000 Work Order System (625000) (333750) (291250) 5340 PW Security Gate (262500) (262500) 000 GISMapping (1200000) (1200000) 000 JamesWashington Street Improvements (500000) (500000) 000 Pinewood Heights-Stormwater Management (7500000) (7500000) 000 Public Ball Fields (40000000) (40000000) 000 NS Church St Streetscape Improvements - DIV0
PUBLIC BUILDINGS Office Space Improvements-Town Hall (700000) (700000) 000 Public Restrooms - DIV0
Net Capital Outlay (127245100) (7662450) (119582650) 602
Net Reserves (Deficit) after capital outlay - 218400 (218400) 012
14
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Operating Revenues Sewer Charges 69902500 20664852 49237648 2956Sewer Compliance Fee 48955900 14739884 34216016 3011Miscellaneous Revenue 50000 20745 29255 4149Connection fees 3160000 158000 3002000 500
Total Operating Revenue 122068400 35583481 86484919 2915
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Revenue
Town of Smithfield
Sewer Fund Budget
Operating Expenses Salaries 22691500 4734413 17957087 2086FICA 1815500 387760 1427740 2136VSRS 2624500 673103 1951397 2565Health 3875000 999238 2875762 2579Uniforms 250000 29881 220119 1195Audit amp Legal Fees 1475000 224875 1250125 1525HRPDC sewer programs 87200 - 87200 000Maintenance amp Repairs 5000000 394118 4605882 788VAC Truck Repairs amp Maintenance 750000 91100 658900 1215Data Processing 1400000 299846 1100154 2142Dues amp Subscriptions 15000 - 15000 000Utilities 4350000 592323 3757677 1362SCADA Expenses 600000 59755 540245 996Telephone 1200000 218732 981268 1823Insurance 1614000 745360 868640 4618Materials amp Supplies 4600000 486571 4113429 1058Truck Operations 1400000 146722 1253278 1048Travel amp Training 400000 8333 391667 208Contractual 325000 38220 286780 1176Miscellaneous 60000 - 60000 000Bad Debt Expense 500000 - 500000 000Bank service charges 32500 - 32500 000
Expenses
15
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Adopted Budget Balance as of Remaining of
20132014 093013 Budget budget
Town of SmithfieldSewer Fund Budget
Total Sewer Fund Operating 55065200 10130350 44934850 1840 Expenses before DampA Exp
Operating Income before DampA 67003200 25453131 41550069 3799 Expense
Depreciation amp Amort Exp 77272000 6439300 70832700 833
Operating Income (Loss) (10268800) 19013831 (29282631) -18516
Nonoperating Revenues (Expenses)
Pro-rata Share Fees - - - DIV0 Availability Fees 8240000 412000 7828000 500 Insurance Reimbursements - - - DIV0
Contributed Capital-Smithfield Foods Rev Ln 21 733 00 - 21 733 00 0 00 Contributed Capital Smithfield Foods Rev Ln 2173300 2173300 000 Interest Revenue 325000 113505 211495 3492 Interest Expense (3935100) (2135020) (1800080) 5426
Total Nonoperating Revenues (Expenses) 6803200 (1609515) 8412715 -2366
Net Income (loss) (3465600) 17404316 (20869916) -50220
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (8240000) (412000) (7828000) 500Contributed Capital-Smithfield Foods Rev Ln (2173300) - (2173300) 000Compliance Fee (48955900) (14739884) (34216016) 3011Bad Debt Expense 500000 - 500000 000Depreciation amp Amort Exp 77272000 6439300 70832700 833Additional debt service costs-principal expense (7470000) (437293) (7032707) 585
Total adjustments to CAFR 10932800 (9149877) 20082677 -8369
Working adjusted income 7467200 8254439 (787239) 11054
16
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Remaining ofAdopted Budget Actual Budget Budget
20132014 9302013 Sewer Fund
Working adjusted income 7467200 8254439 (787239) 11054
Sewer SSO Consent Order (32500000) (2168000) (30332000) 667Construction Standards Update (420100) (420100) 000Work Order System (625000) (333750) (291250) 5340716 Smithfield Blvd -6 SS lateral complete - DIV0Rubber tire backhoe - - Canteberry Pump Station - DIV0Light Tower (14) - DIV0PW Security Gate (262500) (262500) - Sewer Capital Repairs (10000000) (10000000) 000Pump Station Upgrades (10000000) (10000000) - Impeller-Wellington Pump Station - DIV0TruckEquipment (1000000) (1000000) 000
Net Capital Outlay (54807600) (2501750) (52305850) 456
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) -1215
17
Net Reserves (Deficit) after capital outlay (47340400) 5752689 (53093089) 1215
Funding from Development Escrow 0 - - Reserves from Sewer Capital Escrow Account 20000000 - 20000000 000Funding from Sewer Compliance Fee 32500000 1748000 30752000 538Draw from operating reserves - - Funding from Bond Escrow (released from refinance) - - Net Cashflow 5159600 7500689 (2341089) 14537
1717
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Operating Revenue Water Sales 145383400 42989500 102393900 2957Debt Service Revenue 18789600 9607280 9182320 5113Miscellaneous 50000 242680 (192680) 48536Connection fees 1320000 66000 1254000 500Application Fees 500000 173000 327000 3460
Total Operating Revenue 166043000 53078460 112964540 3197
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Salaries 34872000 7281888 27590112 2088
Town of SmithfieldWater Fund Budget
Revenue
Town of SmithfieldWater Fund Budget
ExpensesSalaries 34872000 7281888 27590112 2088FICA 2790000 593852 2196148 2129VSRS 3853000 947254 2905746 2458Health 4973500 1249806 3723694 2513Uniforms 325500 50075 275425 1538Contractual 1500000 682800 817200 4552Legal amp Audit 2000000 224875 1775125 1124Maintenance amp Repairs 2100000 124846 1975154 595Water Tank Maintenance 10000000 2546832 7453168 2547Professional Services 100000 - 100000 000Regional Water Supply Study 258000 - 258000 000Data Processing 1400000 299846 1100154 2142Utilities 150000 8395 141605 560Communications 1504500 215728 1288772 1434Insurance 2520000 1163758 1356242 4618Materials amp Supplies 11440000 1293455 10146545 1131Gas and Tires 1450000 224704 1225296 1550Dues amp Subscriptions 100000 8700 91300 870Bank service charges 32500 - 32500 000Travel and Training 550000 9063 540937 165Miscellaneous 950000 874993 75007 9210RO Annual costs 47067300 6237187 40830113 1325Bad debt expense 750000 - 750000 000
Total Water Fund Operating 130686300 24038057 106648243 1839 Expenses before DampA Exp
18
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Adopted Budget Balance as of Remaining ofDescription 20132014 093013 Budget budget
Town of SmithfieldWater Fund Budget
Operating Income before DampA Expense 35356700 29040403 6316297 8214 Depreciation amp Amortization Expense 36500000 3041700 33458300 833
Operating Income (Loss) (1143300) 25998703 (27142003) -227401
Nonoperating Revenues (Expenses)
Pro-Rata Share Fees - - - DIV0 Availability Fees 5440000 272000 5168000 500 Interest Revenue 592500 163425 429075 2758 Interest Expense (12372000) (6637712) (5734288) 5365 Total Nonoperating Revenues (Expenses) (6339500) (6202287) (137213) 9784
Net Income (Loss) (7482800) 19796416 (27279216) -26456
WORKING ADJUSTMENTS TO CAFR(FOR INTERNAL USE ONLY)Restricted revenues Pro-rata Share Fees - - - DIV0 Availability Fees (5440000) (272000) (5168000) 500Bad Debt Expense 750000 - 750000 000Debt Service Revenue (18789600) (9607280) (9182320) 5113Depreciation amp Amort Exp 36500000 3041700 33458300 833 Additional debt service costs-principal expense (32227500) (24569039) (7658461) 7624
Total adjustments to CAFR (19207100) (31406619) 12199519 16352
Working adjusted income (26689900) (11610203) (15079697) 4350
19
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 Water Fund
Net Operating Reserves (Deficit) (26689900) (11610203) (15079697) 4350
Construction Standards Update (420100) (420100) 000Discharge Analysis (2500000) (2500000) 000VehicleEquipment (1000000) (1000000) 000Work Order System (625000) (333750) (291250) 5340Public Works Security Gate (262500) (262500) 000RO Security Gate (1000000) (1000000) 000System Improvements (5000000) (5000000) 000RO Plant-installation of flow transmitters - DIV0Light Tower - DIV0Water line replacement (Cypress Creek Bridge) (11000000) - (11000000) -
Net Capital Outlay (21807600) (333750) (21473850) 153 Net Reserves (Deficit) after capital outlay (48497500) (11943953) (36553547) 2463
Operating Reserves - - - Water Development Escrow 2500000 - 2500000 -
20
Water Development Escrow 2500000 - 2500000 - Water Capital Escrow 16000000 - 16000000 - Debt Service fees applied to debt 33175800 24619578 8556222 7421Net Cashflow 3178300 12675625 (9497325) 39882
20
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Adopted Budget Balance as of Remaining of
Description 20132014 093013 Budget budget
Interest Income 25000 6825 18175 2730Revenue Sharing-VDOT - - - DIV0Insurance Reimbursement - - - DIV0Revenue - Commwlth of VA 100351992 25827817 74524175 2574Total Highway Fund Revenue 100376992 25834642 74542350 2574
Description Adopted Budget Balance as of Remaining of20132014 093013 Budget budget
Salaries 24806500 4972967 19833533 2005FICA 1984500 407298 1577202 2052VSRS 2909000 685698 2223302 2357Health 4529000 1115698 3413302 2463Uniforms 3 100 00 394 80 2 705 20 12 74
Highway Fund
Expenses
Town of SmithfieldHighway Fund
Revenue
Town of Smithfield
Uniforms 310000 39480 270520 1274Engineering - - - - Grass 3140000 680000 2460000 2166Maintenance 34842792 4426781 (4426781) 1271 AsphaltPaving 1836042 (1836042) Ditching 1343104 (1343104) Traffic Control devices 26110 (26110) Other (maintenance) - Other (lawnmowers landscaping etc) 1201510 (1201510) Structures and Bridges - Ice and Snow removal - Administrative 20015 (20015) Street Lights 11000000 1682382 9317618 1529Insurance 1944000 897756 1046244 4618VAC Truck Repairs 250000 - 250000 000Gas and Tires 1000000 222461 777539 2225Stormwater Management Program (regional) 178600 - 178600 000Joint Cost Allocation - - - - Overhead Allocation - - - - Total Highway Fund Expense 86894392 15130521 71763871 1741
Net Reserves (+-) 13482600 10704121 2778479 7939
21
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Remain ofAdopted Budget Actual Budget Budget
20132014 9302013 HIGHWAY
Net Operating Reserves (Deficit) 13482600 10704121 2778479 7939
Construction Standards Update (420100) (420100) 000
New Truck (875000) (875000) 000
PW Security Gate (262500) (262500) 000
Entrance Corridor Beautification (500000) (500000) 000
Work order system (625000) (333750) (291250) 5340
Pinewood Stormwater Drainage (10000000) (10000000) 000
Lawnmower (800000) (794500) (5500) 9931
Net Capital Outlay (13482600) (1128250) (12354350) 837
22
p y ( ) ( ) ( )
Net Reserves (Deficit) after capital outlay 000 9575871 (9575871)
22
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Notes September 2013
GENERAL FUND
Revenues
Current PP Tax In August the Town receives the states annual contribution of $24079489 towards personal property tax relief It will offset the allowable billing to the towns residents
Franchise Tax As in previous years franchise tax will not be collected until the last quarter ofthe fiscal year
Transient Occupancy The transient occupancy tax received for 1st qtr 2014 was $3333695 compared to $4254682 for 1st quarter 2013 which is a significant decrease of $920987
Communications Tax There is a 2 month delay in receipt of communications tax from the state The Septemberstatements reflect collection of the July 2013 communications tax
Sales Tax There is also a delay in sales tax that comes from the state but is passed to the Town through IOW County September statements reflect sales tax for July 2013
Cash Proffer Revenues The Town received $8000 from builders for Church Square
23
Obici Foundation Wellness Grant During July 2013 received $10000 of the $12500 budgeted for this year
VML Safety Grant The Town received a VML safety grant of $4000 which ultimately may be spread acrossseveral funds Budget was based on FY2013 actual
Reserves-Pinewood Escrow The Pinewood Escrow reserves funds were set aside in Phase I to pay the 42 month rent and utility supplement required for market rate renters
From Operating Reserves $37479803 was pulled from operating reserves to fund deficit through September
Litter Control Grant The Town received litter grant of $3321 Budget based on prior year allocation
VCA Grant The Town received $5000 from the Virginia Commission for the Arts in September
Federal Grants The PD has already received 2 grants this year from traffic safety totaling $3081
Expenses
23
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
ALL DEPARTMENTS
Health Insurance Represents the July through September payments of health and dental as they arenormally paid in advance which brings expenses to approximately 25
Insurance First and second quarters VML propertycasualtyworkers compensation insurance havebeen paid and account for approximately 50 of budget
SubscriptionsMemberships Most annual dues and subscriptions are paid in the first few months of thefiscal year which accounts for the high percentage of expense to date in this line item for most departments
Town Council
Records Management Payment for software upgrade and training Total expense for this item a little more thanbudgeted which puts it over the threshold for capital expense May move this item to capitalwhen budget amendments are made
Special Projects For Olden Days the expenses included $128104 paid to All Virginia for dumpsters $10200 to Farmers Service for bales of wheat straw amp $66867 to IOW for portabletoilets and sinks $13900 paid out for food expenses Paid $9320 to Roeda Signs for Town Special Events
24
Travel and Training This months amount includes charges for October 2013 VML Conference
Smithfield CHIPS program Paid $283000 to VCE-Isle of Wight County for 4-H Camp for children sponsored by CHIPS
Update Town Charter amp Code The Town paid Municipal Code Corporation $104200 to update Towns Charter amp Code
Treasurer
Service Contracts Included in this line item was $375000 which was paid to BAI for the annual on-line payments contract
Public Safety
Service Contracts Includes required annual maintenance fee to Sungard Public Sector Inc for $1972208
Insurance-LODA This is the additional insurance premium as required by the Line of Duty Act
24
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Police Grants Received a refund of $171015 for a prior year expense allocated to the Police Grant
Parks Recreation amp Cultural
Smithfield Center
Travel and Training Reimbursed Amy Musick $76600 for ODU class related to parks and recreational management
Contributions-Parks Rec amp Cultural
BSV Parking Lot Payment of $4990 to Hercules Fence for the BSV Parking lot used for Farmers Market
Isle of Wight Arts League $500000 was paid for the Local Government Challenge Grant An additional $5000 will be paid
next month now that matching funds have been received from the state
Windsor Castle Park-Professional services Lodging cost at Smithfield Station for consultant who is working on WC playground plans
SNAP Program This expense is part of the Smithfield On the Move Grant SNAP is used to fund vouchers
for qualified individuals at the Farmers Market Part of this cost is reimbursed from the state
and shows as revenue
25
Waterworks Dam $15300 paid to Draper Aden Associates for engineering work related to the dam Part of
this expense is expected to be reimbursed through grant funds
Fireworks The expense for fireworks was billed by IOW in July and has been paid in full for
the year
Contributions Community Development
Chamber of Commerce Annual budgeted contribution to Isle of WightSmithfieldWindsor
Public Buildings
Contractual Includes $214968 to Fonality for annual software amp support agreement for the phone system
Capital
25
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Police
Police Vehicles This expense represents the purchase of three police vehicles
Public Works
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
SEWER
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
Nonoperating Revenues (Expenses)
Interest Expenses Represents 1st of 2 interest payments for the year for the 2004 GO Refunding Bond
Capital
W k O d S t $13 350 it lit 4 b t P bli W k Hi h W t d S
26
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
WATER
Revenues
Miscellaneous Included is the Sale of scrap metal for $242680 The miscellaneous revenue has exceeded the budgeted amount by $192680
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
26
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Miscellaneous Includes a lum sum payment to VDH-Waterworks Technical Assistance Fund
This is billed annually and is based on the number of water customers in the towns systemThe rate for this billing is $295 per connection
Nonoperating Revenues (Expenses)
Interest Expense Represents 1st semi-annual payments of the two VML-VACO loans and the 1st semi-annualpayment of the 2004 GO Refunding Bond
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
HIGHWAY
Expenses
Health Insurance As noted in the general fund the insurance expense line item representspayments for July through September
Insurance Represents 1st amp 2nd quarter payments to VML for propertycasualty and workerscompensation insurance
C it l
27
Capital
Work Order System $13350 item split 4 ways between Public Works Highway Water and Sewer
27
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
SEPTEMBER 2013 FINANCIAL GRAPHS
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Real Estate Taxes
Personal Property Tax
Misc Receipts
OverShort
Other Local Taxes
Licenses permits and
privilege fees
Fines amp Costs
Revenue from use of
money and property
Misc Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing
Sources (Ball Fields)
Contri-butions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
Budget $1692900 $897470 $15 $2314573 $492765 $57000 $173195 $18561 $543693 $208624 $506194 $400000 $27500 $7332490
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
$800000000
September 2013 YTD General Fund Revenues Compared to Budget
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
$20000000
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
Real Estate Taxes
Personal Property
Tax
Miscellaneous
Receipts OverShort
Other Local Taxes
Licenses permits
and privilege
fees
Fines amp Costs
Revenue from use of money
and property
Miscellaneous
Revenue
From Reserves
State Revenue
Federal Revenue
Other Financing Sources
(Insurance)
Contributions
Total
September 2013 Actual $8876 $246782 $5 $459482 $45469 $11153 $46836 $22552 $378453 $49100 $3081 $- $- $1271789
September 2012 Actual $3700 $255995 $(25) $444992 $34162 $200 $132456 $8910 $288681 $46485 $7609 $3739 $1962 $1228866
September 2013 YTD General Fund Revenue Compared to September 2012
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
$000
$100000000
$200000000
$300000000
$400000000
$500000000
$600000000
$700000000
Town Council Town Manager Treasurer Public Safety Parks Recreational amp
Cultural
Community Development
Public Works Public Buildings
Transfers to Reserves
Debt Service Total Expenses by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
Budget $219311 $349695 $425150 $2371501 $721785 $884373 $802095 $121950 $- $164179 $6060039
September 2013 YTD General Fund Operating ExpensesCompared to Budget
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Town Council
Town Manager
Treasurer Public Safety
Parks Recreation
al amp Cultural
Community Developme
nt
Public Works
Public Buildings
Transfers to
Reserves
Debt Service
Total Expenses
by Department
September 2013 Actual $57444 $75132 $85253 $487270 $159072 $17659 $183645 $26279 $98270 $2957 $1192981
September 2012 Actual $38495 $72612 $97108 $499069 $115978 $19935 $196686 $22439 $74710 $3429 $1140461
$000
$20000000
$40000000
$60000000
$80000000
$100000000
$120000000
$140000000
September 2013 YTD General Fund Operating Expenses Compared to September 2012
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
$000
$50000000
$100000000
$150000000
$200000000
$250000000
$300000000
$350000000
Town Council
Town Manager
Treasurer Police Departme
nt
Smithfield Center
Planning Engineering amp Public
Works
Public Buildings
Windsor Castle
Sewer Water Highway Totals by Department for all
funds
September 2013 Actual $9010 $42829 $51653 $283160 $38535 $43568 $4851 $15417 $47344 $72819 $49730 $658917
Budget $40000 $216840 $258170 $1322140 $186170 $203530 $21235 $73820 $226915 $348720 $248065 $3145605
September 2013 YTD Salaries to Budget by Department
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
$000
$2000000
$4000000
$6000000
$8000000
$10000000
$12000000
Town Manager
Treasurer Police Dpt Smithfield Center
Planning Engineering
amp PW
Sewer Water Windsor Castle
Highway
September YTD Actual $1013 $89 $27741 $47 $1688 $3145 $7074 $954 $5355
Budget $7562 $5044 $112710 $838 $8216 $15414 $37319 $4575 $10789
September YTD Overtime Compared to Budget
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Administration Acquisition Permanent Relocation Clearance amp Demolition
Total YTD MY1 Phase II
September YTD Actual $1755 $- $- $6250 $8005
Budget $14500 $15000 $482290 $29000 $540790
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
September YTD Pinewood Heights Expenses MY 1 Phase II
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 23711729 34435081 58989250
Actual 2013 33911769 45062012 71593279 81409491 97395860 106483452 126184592 134820907 158036732 165808355 187913876 194386925
Actual 2012 27823246 39800726 66015985 76887610 100046367 109153641 131185269 139374388 160052488 167499468 188827259 198463933
-
50000000
100000000
150000000
200000000
250000000
G
a
l
l
o
n
s
September 2013 YTD Sewer Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $83143 $120581 $206649
Actual 2013 $118797 $157727 $250727 $285025 $341149 $372882 $441445 $471585 $553055 $580733 $658298 $687639
Actual 2012 $80521 $115171 $191175 $222639 $289759 $316129 $380159 $403869 $476417 $502434 $577243 $620009
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 YTD Sewer Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $83143 $120581 $206649
Pro-rated budget $121976 $161949 $257438 $292655 $350281 $382863 $453261 $484208 $567857 $596275 $675916 $699025
$000
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
$70000000
$80000000
September 2013 Sewer Charges Compared to Pro-Rated Budget-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 31749642 43797350 79515677
Actual 2013 44653181 57074240 94602553 105404177 128910557 138750710 164001884 173330652 202238523 211359247 239897757 247266148
Actual 2012 39688782 53256900 91356629 103459078 135117221 145533600 174583031 183366490 209554614 217888180 246182751 256982334
-
50000000
100000000
150000000
200000000
250000000
300000000
G
a
l
l
o
n
s
September 2013 YTD Water Consumption Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual 2014 $162142 $220610 $429895
Actual 2013 $227860 $288112 $481390 533789 $655555 $704067 $832302 $878447 $1024546 $1068017 $1213227 $1248050
Actual 2012 $115583 $150181 $261961 292821 $383979 $410562 $492964 $515361 $648258 $688672 $833080 $885260
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
September 2013 YTD Water Charges Compared to FY 2012 amp FY 2013-Cumulative
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Actual $162142 $220610 $429895
Pro-rated budget $265431 $335618 $560764 621803 $763647 $820158 $969536 $1023290 $1193208 $1243229 $1412223 $1453834
$-
$200000
$400000
$600000
$800000
$1000000
$1200000
$1400000
$1600000
September 2013 YTD Water Charges Compared to Pro-Rated Budget-Cumulative
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Power Chemicals Other Operating HRSD Membrane Other Repair amp Replacement
Total
September 2013 Actual $18656 $10584 $3756 $20859 $- $8517 $62372
Budget $120075 $51976 $41000 $237621 $23333 $46832 $520837
$-
$100000
$200000
$300000
$400000
$500000
$600000
September 2013 YTD RO Expenses by Category
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
July August September October November December January February March April May June
FY 2014 $20859 $17938
FY 2013 $23596 $19829 $18947 $18732 $17014 $16558 $16665 $14415 $15778 $16045 $17082 $17764
FY 2012 $- $- $- $14550 $13207 $13571 $12883 $12268 $14173 $16196 $17580 $20399
$-
$5000
$10000
$15000
$20000
$25000
HRSD EXPENSES FOR RO PLANT FY2014 FY2013 AND FY2012
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
CASH BALANCES AS OF SEPTEMBER 2013
Current Month Prior YearACCOUNT NAME BANK NAME ACCOUNT Interco IntercoInterdep ADJUSTED
BALANCE Balances Balances BALANCES
Water Farmers Bank 8 0048227 (8799839) (52445797) 18802591 Water-Debt Service Farmers Bank 11 5875193 1880826 - 117756019 Water Capital Escrow (availability fees) TowneBank 2 8934944 - - 28934944 Water Treatment Plant Escrow TowneBank 1 1123410 - 11123410 Water Development Escrow TowneBank 7680800 - 7680800 Subtotal Water 24 3662574 (6919013) (52445797) 184297764
Sewer Farmers Bank 2 4183130 (5774257) (37838856) (19429983) Sewer Development Escrow TowneBank 32935299 - 32935299 Sewer Capital Escrow (availability fees) TowneBank 8 2452876 - - 82452876 Sewer Compliance Farmers Bank 2 8115160 2332314 - 30447474 Subtotal Sewer 16 7686465 (3441943) (37838856) 126405666
Highway Farmers Bank 6484150 13996830 - 20480980
General Fund Farmers Bank 17 0612676 (3632578) 86070735 253050833 PayrollPayroll Farmers BankFarmers Bank 60 498 786049878 60 498 786049878 Money Market-General Fund TowneBank 217769 217769 Business Super Now-General Fund Farmers Bank 3300378 - 3300378 Money Market-General Fund Farmers Bank 28827744 28827744 General Fund Capital Escrow Account TowneBank 2 1382200 - 21382200 Certificate of Deposit Farmers Bank 5 2570891 - 52570891 Certificate of Deposit-Police Dept Farmers Bank 3656048 3656048 Special Project Account (Pinewood) Farmers Bank 1991352 - 9826953 11818305 Pinewood Heights Escrow Farmers Bank 2517166 2517166 SNAP Account Farmers Bank 51475 51475 S Church Street Account TowneBank 4267651 (3296) (4264355) - Subtotal General Fund 29 5445228 (3635874) 91633333 383442687
Beautification Fund Farmers Bank 782683 782683 Money Market-Beautification Farmers Bank 6116433 (1348680) 4767753
Subtotal Beautification 6899116 (1348680) 5550436
TOTAL ALL FUNDS 72 0177533 000 000 720177533
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
TOWN OF SMITHFIELD The Ham Capital othe World
October 23 2013
MEMO
TO Town Council
FROM William Hopkins III Director of Planning Engineering amp Public Works
SUBJECT Storm Pipe Repair at 204 Nottingham Place
Please find attached the final invoice for the previously approved storm pipe repair at 204 Nottingham Place in the Waterford Oaks Subdivision The original proposal amount of $1939550 is noted on the invoice There is also an additional $270000 being requested by the contractor for additional time and labor that was incurred due to utility conflicts that was not anticipated in the original proposal Please see attached photos of the site
DEPT OF PLANNING ENGINEERING AND PUBUC WORKS 310 Institute Street PO Box 246 bull Smithfield VA 23431 bull (757) 365-4200 bull Fax (757) 357-9933
wwwsmithfieldva gOl bull Local Cable Channel 6
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Lewis Construction Of lfMiiiWi~sectmj20 Virginia Inc Invoice Number 1013-1072
986-2273 Invoice Date Oct 14 2013
7716 Quaker Drive Pab I
Suffolk VA 23437 Voice 757-986-2273 Fa x 757-986-3536
LC OVSl1ffolka olcom
Town of Smithfield POBOx 246 Smithfield VA 23431
202-204 Nottingham Place Storm Drain Replacement Smithfield VA 23431
Smithfield Per Wayne Griffin Net 15 Days
I 102913
CllJah~j~y 100
1200
Install 18 HP HOPE complete
12 hrs EXTRA handwork to excavate
around conflicting franchise utilities
1939550
22500
1939550
270000
Subtotal 2209550
Sales Tax
Total Invoice Amount 2209550
CheckCredit Memo No PaymentCredit Applied -shy
A finance charge of 15 per month(18 annual) on past due invoices
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
~
-r
I
r
I
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
CONSIDERATION OF MINIMUM THRESHOLD FOR TAX BILLS
Code of Virginia Section 581‐3912 states ldquothe treasurer may elect not to send a bill amounting to $20
or less as shown by an assessment book in such treasurerrsquos officerdquo
Revenues lost by abating the following bills (based on 2012 billings) RE PP Total Less than $100 $1248 $66371 $67619 No of items 95 737 832 Less than $500 $18944 $528290 $547234 No of items 158 1901 2059 Less than $1000 $59792 $1192109 $1251901 No of items 213 2720 2933
Postageprocessing savings ($058 per item)
Less than $100 $48256
Less than $500 $119422
Less than $1000 $170114
Clerks processingposting time per item ($1224hr for 3 minutes = $061)
Less than $100 $50752
Less than $500 $125599
Less than $1000 $178913
Net savings(loss)
Less than $100 $31389
Less than $500 ($302213)
Less than $1000 ($902874)
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Parks and Recreation Committee Report
October 2013
Page 1 of 3
Parks and Recreation Committee Items
1 Operational Update ndashParks and Rec Committee Report
2 Battle of Smithfield and Civil War Sesquicentennial
3 National Park Signs Installation
Event Listing
Private Events (since last committee meeting)‐listing does not include regular monthly meetings
Day Date Event Type Location
Thu Sep 26th Meeting Smithfield Center
Fri Sep 27th Wedding amp Reception Smithfield Center
Sat Sep 28th Reception Smithfield Center
Thu Oct 3rd Senior Health Fair Smithfield Center
Fri Oct 4th Wedding amp Reception Smithfield Center
Sat Oct 5th Wedding amp Reception Smithfield Center
Mon Oct 7th Meeting Smithfield Center
Thu Oct 10th Town Training Day Smithfield Center
Thu Oct 11th Wedding amp Reception Smithfield Center
Sat Oct 12th Wedding amp Reception Smithfield Center
Sun Oct 13th Wedding amp Reception Smithfield Center
Mon Oct 15th Meeting Smithfield Center
Thu Oct 17th Leadership Graduation Smithfield Center
Oaks Vet Banquet Smithfield Center
Sat Oct 19th Isle of Wight Education Foundation Smithfield Center
Wedding amp Reception Windsor Castle Riverfront
Sun Oct 20th Special Occasion Show Smithfield Center
Fri Oct 25th Wedding amp Reception Smithfield Center
Sat Oct 26th Wedding amp Reception Windsor Castle amp Smithfield Center
Open to Public Events (since last committee meeting)
Day Date Event Type Location
Sat Oct 5th Parade of Homes through Oct 20th Cypress Creek
Sat Oct 5th Genieve Shelter 5 K Windsor Castle Courtyard
Aiken Fest Windsor Castle Riverfront
Sun Oct 6th Walk to Stop Diabetes Windsor Castle Courtyard
Sat Oct 12th Town amp Country Day
Hog Jog Town Streets
Ruritan Car Show Main Street
Smithfield Rec Country Que Windsor Castle Riverfront
Sat Oct 19th Zombie Walk Main Street
Wed Oct 23rd Chamber of Commerce Isle Fest Windsor Castle Riverfront
Fri Oct 25th Smithfield Homecoming Parade Town Streets
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Parks and Recreation Committee Report
October 2013
Page 2 of 3
Thu Oct 31st Ham‐oween Main Street
Upcoming Open to the Public Events (through November Committees)
Day Date Event Type Location
Thu Oct 31st Ham‐oween Main Street
Windsor Castle
We an event at the Riverfront site each weekend in October‐
Aiken Fest
Smithfield Recreation Country Que
Wedding amp Reception
Wedding Ceremony
Highlights from the Windsor Castle Foundation Board Meeting on Thursday October 3rd
Historic Smithfield has decided to allow the Foundation to accept credit card payments for
campaign
Comprehensive Plan by the Natural Playground Company
o The board will provide the town with the revised comprehensive plan with the included
cost estimates
o After the plan is received it will still be prepared for the campaign
o A marketing committee was formed with three of the foundation board members
o Lois from the tourism department had developed some campaign ideas and is willing to
continue to assist with the marketing materials
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Parks and Recreation Committee Report
October 2013
Page 3 of 3
Programming
Kayak Rentals
June 1‐9 $ 20800
June 14‐16 $ 34200
June 21‐23 $ 46860
June 28‐30 $ 17795
July 3‐7 $ 84976
July 12‐14 $ 28396
July 19‐21 $ 42406
July 26‐28 $ 68382
Aug 2‐ 4 $ 76255
Aug 9‐11 $ 59485
Aug 16‐18 $ 36571
Aug 24‐26 $ 62862
Aug 30‐Sep 1 $ 57003
Sep 7‐8 $ 56516
Sep 14‐15 $ 52339
Sep 28‐29 $ 5905
Oct 5‐6 $ 16726
Oct 12‐13 $ 0
Total Revenue for the 2013 Season = $ 767477
Kayak Staff Hours 2013 Season =$ 3868
Net =$ 380667
Most popular rental day was Saturdays
Our most popular rental times were 10 AM and 3 PM
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Town of Smithfield Virginia Special Event Application for Permit
1
In order to better serve our community recognized non-profits educational community and service organizations as well as local government agencies churches and charitable groups organizations wanting to hold an open to the public Special Event on town property will have to complete an application process Open to the public special events are different in nature from private events and many factors for public events have to be taken into consideration such as impact to property and community frequencies of other planned events type of event and organizationrsquos ability to quickly repairreclaim site in the event of damage This application will be presented for review by the Special Events Review Committee The Town is authorized to issue permits for Special Events occurring within the town limits pursuant to the procedures established by the Town Please allow time in your event-planning schedule for the review and permitting process
Event Name Battle of Smithfield and Civil War Sesquicentennial
Event Date January 31 and February 1 2014
Event Organizer Isle of Wight County Historic Resources
Website wwwhistoricisleofwightcom
Event Contacts
Name Jennifer Williams Cell Phone 613 0442 Email jwilliamsisleofwightusnet
Name name Cell Phone phone Email email
1st Time EventXXX
Annual Event If yes how many times has the event taken place text
Event Category Festival Concert Parade RunWalk Bike RaceTour Car Show xxx Other Educational Event
Average Tickets Price $ 0 Expected Attendance 500 Largest One-time Attendance number
Participants will be youth adults xxx both
DescriptionPurpose of Event
On Friday Jan 31 2014 at the Isle of Wight County Museum Isle of Wight County Historic Resources and the Isle of Wight County Sesquicentennial Committee will host a day devoted to the commemoration of the Civil War and the 1864 Battle of Smithfield Students in Isle of Wight County Schools students in private schools and homeschooled children are invited to participate in a field trip opportunity Friday will be a hands-on and minds-on experience featuring an interactive tour to showcase the significance of the battle a guided tour through the Isle of Wight County Museum and a visit to the Civil War 150 HistoryMobile Saturday Feb 1 2014 will feature a day devoted to all these activities for the general public
Event will be held at the Isle of Wight County Museum 103 Main Street Smithfield Va
Re-enactors will camp at Windsor Castle Park in the encampment area between the ravine and the portapotties from Friday Jan 31 until Sunday Feb 2 They will interact with the public tend a campfire perform demonstrations and fire black powder ndash all within the confines of the black powder policy of Isle
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Town of Smithfield Virginia Special Event Application for Permit
2
of Wight County and the town of Smithfield
The Civil War 150 HistoryMobile is an interactive museum on wheels housed in a 53-foot tractor-trailer It uses state-of-the-art technology and immersive exhibits to present individual stories from the perspectives of those who experienced the war The state will perform a pre-visit before their commitment to the event and determine the best place to park This may be in the parking lot next to the museum or perhaps on Main Street in front of the museum which will require a road closure from afternoonevening Thursday Jan 30 to afternoonevening Saturday Feb 1
The Civil War 150 HistoryMobile while parked overnight will require periodic drive-bys by police for security
List benefits of your event to the Community
Education Tourism Enhancement of Community Quality
Recipient of Proceeds
No proceeds
Alcohol Service andor Sales Yes XXX No
What are the date(s) and times of servicesales of alcohol
Click here to enter text
Having music live bands or DJ Yes XXX No
What are the date(s) and times for musicClick here to enter text What is your plan in the event of bad weather
Rain or shine
Will you be able to provide a certificate of insurance for $1000000 yes no
Policy Number Click here to enter text Name of Insurance Liability Carrier Click here to enter text Insurance Company Address and Phone Number
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Town of Smithfield Virginia Special Event Application for Permit
3
Isle of Wight County Insurance
Tax Exemption Number 54-6001361 Please check all that your event will include
Food Caterer number Food by Organization number
Retail Vendors Non-Profit number Retail Vendors For Profit number
Port-a-Potties number FencingBarricades number
Trash Cans number Generators number
Dumpsters number Special Lighting number
Recycle Containers number Golf cartsATVs number
First Responders- EMS Fire
Tents number amp sizes
Staging number amp sizes
Fireworks Allowing pets Providing Shuttle Service
Smithfield Town Services Road Closures (list roads and hours needed for closure)
This will not be determined until November If the HistoryMobile finds it best to park in front of the museum then the corner of Main Street will most likely need to be closed from the evening of Jan 30 to the evening of Feb 1 If the HistoryMobile determines at their site visit that the parking lot area will work then no closures will be necessary
Windsor Castle Park Trail Closures (list trail area and hours needed for closure)
No closures necessary Although when firing demonstrations take place Historic Resources staff or volunteers will be on-site to ensure the safety of guests and visitors
Smithfield Police Officer $ 41 per officer per hour
(An Open to the Public Event is required to use Town of Smithfield Off Duty Police Officers The number of officers required will depend on your event size and type The officer(s) report a half hour before the event begins and must remain a half hour after the event closes) Public Works Staff-If any of these items are selected a Public Works staff member will have to be on site at a rate of $ 25 per staff person per hour
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Town of Smithfield Virginia Special Event Application for Permit
4
Light Tower $ 150
Trash Cans $ 0
Dumpster $ 0
Cones $ 0
Do you need water hookup (for catering bathroom trailers)
Electrical service will have to be supplied by generators and it is your (the event organizer) responsibility
I have received read thoroughly understand and will comply with the policies and procedures governing special events held in the Town of Smithfield Event Organizers Signature__JL Williams Historic Resources Manager____________________Date________________ Print Name______JL Williams____________________________________________________
Attach the following documents
Flyers or any promotional materials about event or organization
MapLayout of Event
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
MONTHLY PROGRESS REPORT FOR OCTOBER 2013 Locality Town of Smithfield Contract 11-10 MY1 Prepared by Michael Paul Dodson CFM Project Name Pinewood Heights Phase II Contract Completion Date 01202014 Date 10152013
FINANCIALS CDBG Contract Amount $624720 Leverage Amount $826755CDBG Amount Expended $124526 Leverage Amount Expended $149763
CUMLATIVE CONSTRUCTION PROGRESS INSERT PROJECT SPECIFIC PRODUCTS HERE
ADMINISTRATIVE ACTIVITY
Management Plan Is project on schedule as shown in PMP Yes No If no update will be furnished by __ __ ____ When was the last Management Team meeting 09102013 Next meeting 11122013 Budget Is project proceeding within the approved budget Yes No If no revision will be furnished by Technical Assistance Required Yes No If yes in what area(s) Status The demolition of 4142 Carver Street has been completed The Town owns 43 Carver Street and has boardedsecured the home The home at 44 Carver Street has been referred to the Town attorney to review and assist in its title issues the owner has accepted the offer price The Town has received acceptance of its offers to buy 45 and 46 Carver Street we are working on the relocations of the owners The goal is to complete the relocation and buy these homes before the end of November 2013 Offers have been made to the owners of 47 and 48 Carver Street but we are awaiting their reply All ownerstenants except 48 Carver Street have completed applications for participation Offers to the owner of the final 3 homes will be made in the next 30 days All relocation work is being done in tandem with acquisition offers so that the residents are quickly moved into their new residence and the old structures are demolished Are problems anticipated None other than facilitating the acquisition and relocation of current and future owner-occupied households Other comments None
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Project Specific Products Owner-Occupied Acquisition (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Preliminary Acquisition Letters Sent 6
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Review Appraisals Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offer to Purchase Letters Sent 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver Offers Accepted 4
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver Properties Closed On 1
1) 41 Carver Tenant-Occupied Acquisition (Goal=4) Tenant Occupied Homes
1) 42 Carver 2) 43 Carver 3) 48 Carver 4) 40 Carver Preliminary Acquisition Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Review Appraisals Completed 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offer to Purchase Letters Sent 3
1) 42 Carver 2) 43 Carver 3) 48 Carver Offers Accepted 2
1) 42 Carver 2) 43 Carver Properties Closed On 2
1) 42 Carver 2) 43 Carver Owner-Occupied Relocation (Goal=6) Owner Occupied Homes
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver 6) 51 Carver Household Surveys Completed 5
1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
Income Verifications Completed 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Eligibility of Relocation Letters Sent 5 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver 5) 47 Carver
Comparable Units Found and Inspected 4 1) 41 Carver 2) 44 Carver 3) 45 Carver 4) 46 Carver
Households Relocated 1
1) 41 Carver Market-Rate Renter-Occupied Relocation (Goal=2) Market-Rate Occupied Homes
1) 48 Carver 2) 40 Carver Household Surveys Completed 0 Income Verifications Completed 0 Eligibility of Relocation Letters Sent 0 Comparable Units Found and Inspected 0 Households Relocated 0 Section 8 Renter-Occupied Relocation (Goal=2) Section 8 Occupied Homes
1) 42 Carver 2) 43 Carver Household Surveys Completed 2
1) 42 Carver 2) 43 Carver Income Verifications Completed 2
1) 42 Carver 2) 43 Carver Eligibility of Relocation Letters Sent 2
1) 42 Carver 2) 43 Carver Comparable Units Found and Inspected 2
1) 42 Carver 2) 43 Carver Households Relocated 2
1) 42 Carver 2) 43 Carver Demolition (Goal=10) Units to be Demolished
1) 40 Carver 2) 41 Carver 3) 42 Carver 4) 43 Carver 5) 44 Carver 6) 45 Carver 7) 46 Carver 8) 47 Carver 9) 48 Carver 10) 51 Carver
Units that have been Demolished 2 1) 41 Carver 2) 42 Carver
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-
- Town Council Committee Agenda - October 28th and 29th
- TAB 1 Lighting Survey - James amp Washington Street
- TAB 2 HRSD Regionalization Study Update
- Isle of Wight County Consideration
- City of Williamsburg Consideration
- TAB 3 Policy Changes to Utilities
- TAB 4 September Financial Statements and Graphs
- General Fund
- Capital
- Sewer Fund
- Sewer Capital
- Water Fund
- Water Capital
- Highway Fund
- Highway Capital
- September Notes
- September Financial Graphs
- TAB 5 September Cash Balances
- TAB 6 Invoices Over $10000 Requiring Council Consideration
- Draper Aden Associates
- Virginia Resources Authority
- Lewis Construction of Virginia
- TAB 7 Minimum Threshold for Tax Bills
- TAB 8 Parks and Recreation Committee Report
- TAB 9 Battle of Smithfield amp Civil War Sesquicentennial
- TAB 10 Captain John Smith Trail Information Kiosk
- Pictures of Kiosk
- TAB 11 Pinewood Heights Phase II - Update
-