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

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

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

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

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

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

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

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

(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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

$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

$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

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

$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

$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

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

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

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

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

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

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

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

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

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

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

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

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