AGENDA

1. Call to Order 7:00

2. Matters from the Public a. Comments by the public are limited to no more than 2 minutes per person. b. Albemarle County Community Infrastructure Survey Presentation

Will Cockrell & Kristian Zimmerman, TJPDC c. Thomas Jefferson Area Coalition for the Homeless

Anthony Haro, Executive Director

7:00 – 7:40

3. * Consent Agenda

Action Items: a. * Minutes of the September 6, 2018 Meeting b. Financial Reports

i. August Dashboard Report ii. August Profit & Loss Statement iii. August Balance Sheet iv. August Accrued Revenues report

7:40 – 7:45

4.

* Resolutions a. * FY20 Projected Budget & Local Government Revenue Rates Resolution b. * Smart Scale Funding Application for Frays Mill Road Project

7:45– 8:30

5. Executive Director’s Report a. The Executive Director’s Report is attached.

8:30 – 8:45

6. Other Business a. Regional Housing Partnership Appointments (delayed until Nov/Dec) b. Roundtable Discussion by Jurisdiction c. Next Meeting –November 1, 2018

8:45 – 9:00

7.

* ADJOURN

9:00

*Proposed action items

Thomas Jefferson Planning District Commission

Thursday, October 4, 2018 at 7 pm

407 Water Street East

Charlottesville, VA 22902

THOMAS JEFFERSON PLANNING DISTRICT COMMISSION

Draft Minutes, September 6, 2018

Commissioners Present:

Genevieve Keller – Charlottesville

Rick Randolph – Albemarle County

Liz Palmer – Albemarle County

Keith Smith – Fluvanna County

Dale Herring – Greene County

Andrea Wilkinson – Greene County

Robert Babyok – Louisa County

Tommy Barlow—Louisa County

Ernie Reed – Nelson County

Jesse Rutherford – Nelson County

Commissioners Absent:

Mike Signer– Charlottesville

Tony O’Brien – Fluvanna County

Staff Present:

Chip Boyles, Executive Director

Billie Campbell, Senior Program Manager

Nick Morrison, Planner

Christine Jacobs, Housing Coordinator

Call to Order: Rick Randolph called the Commission meeting to order.

Matters from the Public:

Public Comments: None

Rivanna River Urban Corridor Assessment Presentation: Nick Morrison presented information on

Phase I of this joint effort between the City of Charlottesville and Albemarle County and described future

phases. The two localities identified the Rivanna River as a top priority for inter-governmental

coordination at their 2014 joint strategic meeting. TJPDC was tasked with convening a stakeholder group

to discuss joint planning efforts, with nine (9) meetings held in 2014 -2015. In 2016, both the City and the

County approved moving forward with Phase I of a three-phase Rivanna River Planning Initiative, with a

project kickoff held in September 2017. Phase I consisted of data gathering and mapping of existing

conditions. Phase II will develop a vision and guiding principles, resulting in a Conceptual Plan. Phase III

will develop the Rivanna River Master Plan. There were five (5) deliverables for Phase I: 1) a set of maps

highlighting environmental, historical, cultural, recreational and planning-related resources; 2) a project

website; 3) creation of the Technical Advisory and Steering Committees; 4) report of the existing

condition data and mapping process and results; and 5) a Scope of Work (SOW) for Phase II. Phase I

resulted in 4 key findings: 1) additional study is needed; 2) work needs to be coordinated with ongoing

planning efforts (Comprehensive Plan updates, Pantops Master Plan, Rivanna Conservation Alliance

efforts); 3) community interest in the river as a community asset needs to be increased; and 4) the topics

covered in the planning work need to be diverse, including economic development, land use,

transportation, and historic and cultural preservation. The Steering Committee will meet soon to review the

Phase I Report and SOW for Phase II. A public presentation of the plan will be made in the fall of 2018.

Scope and budget proposals for Phase II will be presented to the City and County for review.

Consent Agenda:

The consent agenda consisted of the draft minutes of the August 2, 2018 Commission meeting and the

Financial Reports for July 2018. On a motion by Andrea Wilkinson, seconded by Bob Babyok, the

Q:\Administration\Commission\Commission Packets\PDC Packets FY19\October\3a TJPDC Draft Minutes 09-06-18.docx 2

Commission unanimously approved the Consent Agenda, with Liz Palmer, Bob Babyok, Tommy

Barlow, and Jesse Rutherford abstaining on the minutes.

Resolutions:

Regional Housing Partnership (RHP): The Operational Framework for the RHP was included in the

meeting packet, including an Overview, ten (10) main goals as the RHP’s Purpose, and six (6) main

objectives. The Regional Housing Partnership (RHP) is an advisory board, created by the Thomas

Jefferson Planning District Commission, in partnership with multi-sector stakeholders related to housing.

Composed of an overarching consortium of housing interests, the Partnership will enhance regional

coordination and effectiveness. Chip Boyles reviewed the Operational Framework and the actions leading

up to the creation of the RHP using a PowerPoint presentation. The TJPD Commission is the appointing

body for nine (9) of the twenty (20) voting members and will also need to designate a Commissioner as a

voting member. These appointments need to be made at the October TJPD Commission meeting. There

will also be Advisory Groups as well as a larger pool of stakeholders. The voting members will elect an

Executive Committee, meeting bi-monthly. The voting members of the RHP will meet twice a year,

coinciding with the two housing summits. Rick Randolph stressed the need to have developers represented

in the RHP. The Charlottesville Area Development Round Table (CADRe) consists primarily of

developers and will be an Advisory Group to the RHP. Jesse Rutherford recommended including a

representative from manufactured housing, since 20% of new housing is manufactured. On a motion by

Keith Smith, seconded by Dale Herring, the Commission unanimously adopted the Regional

Housing Partnership (RHP) Operational Framework.

Strategic Plan FY 2019 - 2023: The Strategic Plan to be considered for adoption was included in the

meeting packet. Chip Boyles reviewed the Strategic Plan using a PowerPoint Presentation. This 5-year

plan identifies broad program areas where the TJPDC will focus its efforts over this five‐year period,

specific issue areas within each of these program areas, intersections of program areas that are

interdependent upon each other, and measurable outcomes of programs and strategies. No change is

proposed to the current TJPDC Mission Statement or core values. The process involved member

governments and stakeholders, TPPD Commissioners, and TJPDC staff. The six Program Areas are:

Transportation, Regional Planning and Convening, Broadband, Housing, Economic Development

Planning, and Legislative liaison. Intersectional Planning and Convening ties all pf these together. Key

recommendations are:

• Equally serve all members, towns and key regional stakeholders

• Serve as convener of regional topics

• Identify and address key regional issues

• Consider broader implications of ALL activities

The TJPDC should act as the INTERSECTION of ideas, people and action bringing together people and

ideas from ALL segments of the region to solve community issues. The list of Priority Actions in the Plan

broadly define key activities and deliverables over the next five years. On a motion by Ernie Reed,

seconded by Bob Babyok, the Commission unanimously adopted the TPPDC Strategic Plan for FY

2019-2023.

Executive Director’s Report:

A written report was included in the meeting packet. Chip Boyles highlighted selected items from the

written report:

Q:\Administration\Commission\Commission Packets\PDC Packets FY19\October\3a TJPDC Draft Minutes 09-06-18.docx 3

• Transportation Chapter: TJPDC staff are assisting Louisa County with a scope of work for a

Comprehensive Plan Transportation Chapter, a County Transportation Plan and technical assistance for

the County Comprehensive Plan.

• Regional Housing Funding: Staff has submitted a grant application to the Virginia Housing

Development Authority for a regional housing analysis to include the entire TJPDC region. Local

match is already committed and is expected to be a year-long $100,000 project. In addition to local and

regional housing analysis, the end result will create a Comprehensive Plan Housing Element for each

local government in the region that choses to adopt.

• Opportunity Zones Event: TJPDC held a meeting August 7 with the City of Charlottesville, Albemarle

County, economic developers and non-profit housing developers to explore mutual planning benefits

of the recently announced Federal Opportunity Zone designation where Charlottesville had 2 census

tracts and Albemarle has 2 census tracts. No other local governments had tracts designated.

• Rivanna River Summit: TJPDC made arrangements for the past City Manager of Greenville, SC to

present at a September 28th Rivanna River Summit on the Reedy River Park development in

Greenville. TJPDC will present the Phase I Corridor Planning at the conference

• MegaBus: TJPDC Consulted with MegaBus for possible Charlottesville sites to begin operations.

MegaBus operates Virginia Breeze providing express bus service connecting Blacksburg, Virginia to

Union Station in Washington, DC with several stops along the way.

• Greene County Chamber: Chip Boyles will speak with the Greene County Chamber of Commerce on

September 5 regarding future transportation funding.

• Columbia Demolition Project: The Hazard Mitigation Grant Program (HMGP) funded project to

acquire and demolish four damaged buildings in the flood plain in the former Town of Columbia in

Fluvanna County is now complete, culminating several years of effort.

Other Business:

Charlottesville Area Alliance (CAA) Age Friendly Survey: A cover memo and the survey questions were

included in the meeting packet. This region-wide survey is being undertaken to understand the health and

health priorities of residents ages 50 and older. This is to start to create a regional database, to inform CAA

as it leads the advancement of an age-friendly community.

TJPD Commissioner Roundtable Reports:

• Fluvanna: Keith Smith reported that the Board of Supervisors did not have a quorum for its September

5 meeting.

• Louisa: Bob Babyok reported that the September 4 BOS meeting had been lengthy due to public

comment for and against a proposed regional business park. The County is in the process of updating

its Comprehensive Plan, holding one input session in each district. The County is gathering data, with

assistance from the TJPDC. The 120’ high flag pole in the County violates two code provisions; the

issue is currently in the appeal process. Tommy Barlow asked about eligible projects for GO Virginia.

Chip Boyles responded that a regional business park would qualify, but the application would require

some level of control over the property (option to purchase or ownership of the land). GO Virginia

funds could be used for acquisition and infrastructure. GO Virginia also provides revenue sharing of

state income tax for jobs created through the project. GO Virginia is a competitive process, with

projects competing for funds with projects across the state.

• Greene: Dale Herring reported that the interim County Administrator is working out well. The school

project is progressing well. Public meetings on the water project will be held in September. The South

River has changed its route, resulting in flooding in some areas; Bill Martin has requested some

Q:\Administration\Commission\Commission Packets\PDC Packets FY19\October\3a TJPDC Draft Minutes 09-06-18.docx 4

assistance from the TJPDC. New Planning Director Jim Frydl held meetings earlier in the day; things

seem to be moving forward after being stagnant for a while.

• Nelson: Ernie Reed noted future capital needs for county agencies including planning and additional

space for new staff for Department of Social Services with expanded Affordable Care. Chip Boyles

will help with facilitation to identify long-term and short-term needs. The Comprehensive Plan and

zoning ordinances are not clear what applicants can do along the 151 Corridor. Chip can also help with

this. Jesse Rutherford reported that his meeting with Chip Boyles and staff from DHCD about staff

training for the beverage industry went well.

• Albemarle: Liz Palmer mentioned the recent disturbance in the lobby outside the COB auditorium and

subsequent arrests. The school board was discussing their dress code and whether or not to ban

confederate images. The School board is still discussing the dress code. The new Ivy Transfer Station

is due to open later in September. The County will be discussing tipping fees. Many people in the rural

areas find it difficult to bring trash receptacles down long driveways. Large haulers typically pick up at

the street. Many of our small haulers have gone out of business. Rick Randolph noted that the courts

issue may find a resolution. The County is pursuing rezoning to allow urban beekeeping.

Next Meeting: The next meeting is scheduled for October 4, 2018 in the Water Street Center. The agenda

will include action on the FY20 budget for submission of requests to localities. Action requires a

representative from each of the six member localities.

Adjournment: There being no further business, the meeting was adjourned.

FINANCIAL DASHBOARD Through August 31, 2018

Net Quick Assets

Aug’17 = $616,157

Sep’17 = $630,350

Oct’17 = $655,717

Nov’17 = $660,566

Dec’17 = $657,057

Jan’18 = $681,968

Feb’18 = $671,581

Mar’18 = $674,057

Apr’18 = $673,207

May’18 = $683,785

Jun’18 = $685,253

Jul’18 = $678,731

Aug’18 = $687,868

NET QUICK ASSETS are the highly liquid assets held by the agency, including cash, marketable securities and

accounts receivable. Net quick assets (NQA) are calculated as current assets (cash + marketable securities +

prepaid assets + accounts receivable) minus current liabilities of payables and deferred revenue. The target was

revised to 5 months of operating expenses in FY18 (TJPDC costs minus pass-through and project contractual

expenses), based on a rolling twelve-month average. The Commission has earmarked excess NQA above the

target as the Capital Reserve Fund. TJPDC had 7.15 months of operating expenses at the end of the month. The

rolling twelve-month average operating expenses changes only slightly from month to month, increasing from

to $95,646 (revised figure) in July to $96,142 in August. The 3-month average of expenses is $97,316. Actual

operating expenses for August were $100,678. Funds available for the Capital Reserve Fund are $207,156 (Actual

NQA minus target NQA).

UNRESTRICTED CASH ON HAND

consists of funds held in checking and

money market accounts immediately

available to TJPDC for expenses. Cash

does not include pass-through depos-

its in transit. Total cash minus notes

payable minus deferred revenue =

Unrestricted Cash on Hand.

Months of Unrestricted Cash divides unrestricted cash on hand by the agency’s average monthly operating ex-

penses to give the number of months of operation without any additional cash received. The end of month level

of Unrestricted Cash on Hand of $420,965 represents 4.38 months of operating expenses.

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

Net Quick AssetsTarget = $480,712 (5 months operating expenses)

12 Month Average Monthly Operating Expenses = $96,142

Current Assets Current Liabilities Current Net

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

Unrestricted Cash on HandTarget = $384,570 (4 months operating expenses)

Concern Area = <$192,285 (2 months operating expenses)

FINANCIAL DASHBOARD Through August 31, 2018

Monthly Net Revenue

Aug’17 = $23,413

Sep’17 = $13,250

Oct’17 = $22,812

Nov’17 = $3,488

Dec’17 = ($1,569)

Jan’18 = $7,975

Feb’18 = $2,225

Mar’18 = $2,238

Apr’18 = ($704)

May’18 = $10,579

Jun’18 = $7,830

Jul’18 = ($3,276)

Aug’18 = $6,212

NET REVENUE is the surplus or shortfall resulting from monthly revenues minus expenses. The FY19 Operating

Budget adopted in May 2018 projects a balanced budget for the year. There was surplus for August of $6,212,

bringing the year-to-date total to $2,936. (The July figure has been revised to reflect lower expenses than pre-

viously reported). The surplus for the month exceeds the monthly target, but the year-to-date total is less than

the target for two months. The Accrued Revenue Report shows about $10,000 per month of revenue in excess

of actual August expenses.

NOTES

1. Target is a reasonable expectation that the TJPDC may reach this level to achieve our long range finan-

cial goals. A plan will be developed showing how these target goals are expected to be achieved

through daily financial management practices.

2. Concern is a level where staff will immediately identify causes of the change in financial position,

whether this is a special one-time circumstance caused by a financial action or whether a trend is

emerging caused by one of more operational or financial circumstances and prepare a plan of action to

correct or reverse the trend.

3. Back up documentation and details of this Financial Dashboard can be found in the monthly financial

statements of balance sheet, income statement and cash position statement supplied to the TJPDC

Commissioners.

4. The average monthly operating expense is a rolling twelve-month average of operating expenses

(TJPDC costs minus pass-through and project contractual expenses).

5. TJPDC achieved its FY17 goal of exceeding $500,000 in Net Quick Assets before the end of the year.

The Commission has earmarked some of TJPDC’s reserves for a building or capital fund, tied to Net

Quick Assets.

-$50,000

$0

$50,000

$100,000

$150,000

$200,000

$250,000

Revenue Less ExpensesGoal = $4,166 ($50,000 annually)

Concern Area = 3 consecutive negative months

Rev Exp Pass Thru Exp Total Exp Net Change

FINANCIAL DASHBOARD Through July 31, 2018

Net Quick Assets

Jul’17 = $589,906

Aug’17 = $616,157

Sep’17 = $630,350

Oct’17 = $655,717

Nov’17 = $660,566

Dec’17 = $657,057

Jan’18 = $681,968

Feb’18 = $671,581

Mar’18 = $674,057

Apr’18 = $673,207

May’18 = $683,785

Jun’18 = $685,253

Jul’18 = $678,731

NET QUICK ASSETS are the highly liquid assets held by the agency, including cash, marketable securities and

accounts receivable. Net quick assets (NQA) are calculated as current assets (cash + marketable securities +

prepaid assets + accounts receivable) minus current liabilities of payables and deferred revenue. The target was

revised to 5 months of operating expenses in FY18 (TJPDC costs minus pass-through and project contractual

expenses), based on a rolling twelve-month average. The Commission has earmarked excess NQA above the

target as the Capital Reserve Fund. TJPDC had 7.09 months of operating expenses at the end of the month. The

rolling twelve-month average operating expenses changes only slightly from month to month, increasing from

to $95,163 in June to $95,740 in July. The 3-month average of expenses is $97,700. Actual operating expenses

for July were $97,458. Funds available for the Capital Reserve Fund are $200,029 (Actual NQA minus target NQA).

UNRESTRICTED CASH ON HAND

consists of funds held in checking and

money market accounts immediately

available to TJPDC for expenses. Cash

does not include pass-through depos-

its in transit. Total cash minus notes

payable minus deferred revenue =

Unrestricted Cash on Hand.

Months of Unrestricted Cash divides unrestricted cash on hand by the agency’s average monthly operating ex-

penses to give the number of months of operation without any additional cash received. The end of month level

of Unrestricted Cash on Hand of $479,853 represents 5.01 months of operating expenses.

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

Net Quick AssetsTarget = $478,702 (5 months operating expenses)

12 Month Average Monthly Operating Expenses = $95,740

Current Assets Current Liabilities Current Net

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

Unrestricted Cash on HandTarget = $382,962 (4 months operating expenses)

Concern Area = <$191,481 (2 months operating expenses)

FINANCIAL DASHBOARD Through July 31, 2018

Monthly Net Revenue

Jul’17 = $9,520

Aug’17 = $23,413

Sep’17 = $13,250

Oct’17 = $22,812

Nov’17 = $3,488

Dec’17 = ($1,569)

Jan’18 = $7,975

Feb’18 = $2,225

Mar’18 = $2,238

Apr’18 = ($704)

May’18 = $10,579

Jun’18 = $7,830

Jul’18 = ($4,415)

NET REVENUE is the surplus or shortfall resulting from monthly revenues minus expenses. The FY19 Operating

Budget adopted in May 2018 projects a balanced budget for the year. There was shortfall for July of $4,415.

This is largely due to holidays and annual leave taken in July, and an increase in administrative work related to

the end of the fiscal year.

NOTES

1. Target is a reasonable expectation that the TJPDC may reach this level to achieve our long range finan-

cial goals. A plan will be developed showing how these target goals are expected to be achieved

through daily financial management practices.

2. Concern is a level where staff will immediately identify causes of the change in financial position,

whether this is a special one-time circumstance caused by a financial action or whether a trend is

emerging caused by one of more operational or financial circumstances and prepare a plan of action to

correct or reverse the trend.

3. Back up documentation and details of this Financial Dashboard can be found in the monthly financial

statements of balance sheet, income statement and cash position statement supplied to the TJPDC

Commissioners.

4. The average monthly operating expense is a rolling twelve-month average of operating expenses

(TJPDC costs minus pass-through and project contractual expenses).

5. TJPDC achieved its FY17 goal of exceeding $500,000 in Net Quick Assets before the end of the year.

The Commission has earmarked some of TJPDC’s reserves for a building or capital fund, tied to Net

Quick Assets.

-$50,000

$0

$50,000

$100,000

$150,000

$200,000

$250,000

Revenue Less ExpensesGoal = $4,166 ($50,000 annually)

Concern Area = 3 consecutive negative months

Rev Exp Pass Thru Exp Total Exp Net Change

12:16 PM

08/23/18

Accrual Basis

Thomas Jefferson Planning District Commission

Balance Sheet Prev Year Comparison As of July 31, 2018

Jul 31, 18 Jul 31, 17 $ Change

ASSETS

Current Assets

Checking/Savings

1100 · Cash 568,931.69 490,025.67 78,906.02

1189 · Capital Reserve 200,029.00 0.00 200,029.00

Total Checking/Savings 768,960.69 490,025.67 278,935.02

Accounts Receivable

1190 · Receivable Grants 291,500.39 230,925.78 60,574.61

Total Accounts Receivable 291,500.39 230,925.78 60,574.61

Other Current Assets

1310 · Prepaid Rent 1,041.67 1,041.67 0.00

1330 · Prepaid Insurance 4,807.91 4,485.50 322.41

1360 · Prepaid Other 9,526.87 6,210.58 3,316.29

Total Other Current Assets 15,376.45 11,737.75 3,638.70

Total Current Assets 1,075,837.53 732,689.20 343,148.33

Fixed Assets

1400 · Office furniture and Equipment 111,737.79 111,737.79 0.00

1410 · Server 11,384.00 11,384.00 0.00

1499 · Accumulated Depreciation -118,075.66 -109,837.42 -8,238.24

Total Fixed Assets 5,046.13 13,284.37 -8,238.24

TOTAL ASSETS 1,080,883.66 745,973.57 334,910.09

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable

2100 · Accounts Payable-General 104,191.74 6,345.45 97,846.29

Total Accounts Payable 104,191.74 6,345.45 97,846.29

Credit Cards

2155 · Accounts Payable Credit Card 3,806.89 1,662.72 2,144.17

Total Credit Cards 3,806.89 1,662.72 2,144.17

Other Current Liabilities

2150 · Accounts Payable Grants 0.00 0.00 0.00

2160 · Accounts Payable Payroll 0.00 720.00 -720.00

2468 · 401A VRS Contribution 0.00 3,829.75 -3,829.75

2800 · Deferred Revenue 289,107.90 130,193.08 158,914.82

Total Other Current Liabilities 289,107.90 134,742.83 154,365.07

Total Current Liabilities 397,106.53 142,751.00 254,355.53

Long Term Liabilities

2200 · Leave Payable 42,123.14 47,065.99 -4,942.85

Total Long Term Liabilities 42,123.14 47,065.99 -4,942.85

Total Liabilities 439,229.67 189,816.99 249,412.68

Equity

3000 · General Operating Fund 443,002.71 542,032.24 -99,029.53

3100 · Restricted Capital Reserve 200,029.00 0.00 200,029.00

3600 · Net Investment in Fixed Assets 3,036.90 4,438.50 -1,401.60

Net Income -4,414.62 9,685.84 -14,100.46

Total Equity 641,653.99 556,156.58 85,497.41

TOTAL LIABILITIES & EQUITY 1,080,883.66 745,973.57 334,910.09

Page 1 of 1

Accrued Revenue by Grant or Contract

For Year Ending June 30, 2019

Grant or Contract

GRANT-

CONTRACT

START DATE

GRANT-

CONTRACT

END DATE

GRANT-

CONTRACT

TOTAL

JULY

FY19

AUG

FY18

SEPT

FY18 OCT FY18

YEAR TO

DATE

FY19

PREVIOUS

YEARS

BUDGETED

AMOUNT

FOR FY20

GRANT TO

DATE

GRANT-

CONTRACT

REMAINING

FY19

MPO-FTA 07/01/18 06/30/19 93,551 6,937 6,937 6,937 86,614

MPO-PL 07/01/18 06/30/19 185,466 17,190 17,190 17,190 168,276

MPO-HYDRAULIC 03/01/17 06/30/19 60,000 5,197 5,197 53,065 58,262 1,738

HOME TJPDC 07/01/18 06/30/19 45,691 2,827 2,827 2,827 42,864

HOME PASS-THROUGH 07/01/18 06/30/19 411,216 37,718 37,718 37,718 373,498

HOUSING HPG 07/01/18 09/30/18 8,150 1,201 1,201 1,201 6,949

HPG PASS-THROUGH 07/01/18 09/30/18 46,188 0 0 0 46,188

STATE SUPPORT TO PDC 07/01/18 06/30/19 75,971 6,330 6,330 6,330 69,641

CLEAN COMMUTE DAY 07/01/18 06/30/19 825 0 0 825

RIDESHARE 07/01/18 06/30/19 174,073 12,201 12,201 12,201 161,872

RURAL TRANSPORTATION 07/01/18 06/30/19 58,000 1,399 1,399 1,399 56,601

CACF GREENWAYS GRANT 07/01/18 06/30/19 35,284 2,302 2,302 22,875 25,177 10,107

CHERRY AVE 08/30/17 11/30/18 127,134 8,302 8,302 65,926 74,228 52,906TJPDC CORPORATION 07/01/18 06/30/18 333 333 333 333 0

LEGISLATIVE LIAISON 07/01/18 06/30/18 99,942 7,904 7,904 7,904 92,038

VAPDC-ED 07/01/18 06/30/19 50,000 854 854 854 49,146

SOLID WASTE 07/01/18 06/30/19 10,500 0 0 0 10,500

RIVANNA RIVER CORRIDOR Ph 2 07/01/18 06/30/19 50,000 0 0 0 50,000

RRBC 07/01/18 06/30/19 2,110 182 182 182 1,928

RRBC PASS-THROUGH 07/01/18 06/30/19 8,340 0 0 0 8,340

WIP PHASE III 07/01/18 12/31/18 50,000 4,312 4,312 4,312 45,688

COLUMBIA- HMPG 02/29/16 07/31/18 42,000 1,327 1,327 31,129 1,327 32,456 0

VDEM PASS-THROUGH 02/29/16 07/31/18 157,500 71,820 71,820 75,130 146,950 0

TJCLT 10/19/17 10/19/19 49,652 21 21 21 49,631

MEMBER PER CAPITA 07/01/18 06/30/19 154,910 12,909 12,909 12,909 142,001

WATER STREET CENTER 07/01/18 06/30/19 1,125 1,125 1,125 1,125 0

OFFICE LEASES - RENT 07/01/18 06/30/19 10,200 250 250 250 9,950

OFFICE LEASES - DIRECT COSTS 07/01/18 06/30/19 0 0 0

STANARDSVILLE TAP 04/06/15 10/01/19 25,500 184 184 11,146 11,330 14,170

ALBEMARLE CTY PLAN REVIEW 07/01/18 06/30/19 33,167 3,168 3,168 3,168 29,999

ALB COUNTY PILOT INVENTORY 01/12/18 07/31/18 20,000 2,413 2,413 14,246 16,659 3,341

5TH STREET TAP 11/16/16 10/01/20 56,000 104 104 7,821 7,925 48,075

5th STREET TAP Pass Through 11/16/16 10/01/20 543,880 356 356 40,430 40,786 503,094

BANK INTEREST 07/01/18 06/30/19 6,000 1,154 1,154 1,154 4,846

TOTAL 2,692,708 210,020 0 0 0 210,020 321,768 1,327 531,788 2,140,826

Pass-through funds $931,945

Op Expenses 12 month average $95,740 Contract funds

3 month average $97,700 TJPDC Available Funds $1,208,881

last month $97,458 Available funds per month $109,898.26

To: Thomas Jefferson Planning District Commission From: Chip Boyles, Executive Director Date: October 4, 2018 Re: FY20 Projected Budget Approval Purpose: Approval of the projected FY20 budget for local government revenue requests to TJPDC members.

Background: The budget process for each fiscal year consists of three steps: 1) approval of the projected budget in October, setting the per capita rate, population basis, and amounts requested for specific programs, to serve as the basis for budget submissions to member localities, 2) the operating budget adopted in May as prescribed in the TJPDC Bylaws, and 3) a revised operating budget after the first half of the fiscal year, for approval in March, 2019, to serve as the final approved as amended budget and for final financial reports. At the October 4, 2018 meeting, the Commission will consider the Projected Budget for FY20. The amended final operating budget for FY19 will be considered at the March 7, 2019 Commission meeting. The FY20 annual Operating Budget will be approved at the May 2, 2019 Commission Meeting.

In your agenda packet is the Projected FY20 Budget. For your reference, the FY17 Actual Budget, FY 18 Actual Budget, and FY19 Approved (in March) Operating budgets are included. Source documents include the FY20 projected revenues by source, and the FY20 Local Member Assessments.

Projected FY19 Budget:

The Projected FY20 Budget is approved by the Commission prior to the effective fiscal year in preparation of our local government members’ budget preparation cycle. Charlottesville and Albemarle now require submissions in October of each year. A revenue request is established based upon expected expenditures for the upcoming fiscal year. Local revenue requests are forwarded to the local governments for their consideration for funding to the TJPDC. The TJPDC is usually notified in May of the local governments’ approved funding.

The Projected FY20 Budget incorporates changes to revenue and expense assumptions from the FY18 Budget and adjusted to include changes that have occurred during the first quarter of FY19 and expected throughout FY19 and into FY20.

The FY20 projected budget is very conservative in projected revenues and anticipates a zero-balanced budget. For FY20, we recommend keeping the per capita rate constant as

past years adjusting only for increased population as defined by the Weldon Cooper Center.

FY20 expenses do not include any major increases to include no salary raises and no merit bonuses for employees. Salary adjustments and bonuses will be considered later in the fiscal year accordingly during the FY20 Operating Budget consideration in May. No new staff positions are currently planned for FY20.

Changes to revenue in the FY20 budget include:

• Includes estimated population changes by Weldon Cooper

• Keeps the per capita rate constant at $ 0.62 per capita

• Keeps the per capita rate for legislative services constant at $ 0.40 per capita

• Reduces Water Street Center and Office rentals to $3,929 for a very conservative estimate.

• Anticipates a $100,000 contract with Albemarle County to complete Community Inventory and Small Area Planning initiated in FY19.

• Anticipates a $ 50,000 Regional Comprehensive Economic Development Strategies (CEDS) grant to be initiated in completed in FY20.

• Includes fiscal year roll over revenues from Housing Program, Stanardsville Project and the 5th Street VDOT Grant (accrued revenue report)

Changes to expenses in the FY19 budget include:

• No salary adjustments

• No bonuses

• Rent increases due to annual 3% office and Water Street Center rent

• Contractual and professional development expenses are increased as flexible accounts that are adjustable according to actual available revenues

• All new employees receive only Employee paid health coverage, reducing the TJPDC’s expenses for new employee family coverage

• Increased Rideshare Advertising and Contracted Ride Home expenses

• Increased travel and professional development to accommodate two new employees above FY19 numbers

• Reduced Indirect Cost Rate from 72% to 67%.

• All other expenses are in line with FY18 Actual and expected FY19 budget expenses

• A major change staff began in FY17 and recommends continuing into FY20 is to provide each member locality a separate activities program account along with a regional activities account. Each local government is provided an account of staff hours derived from their per capita contributions minus program matches of MPO, Rural Transportation, and Legislative Liaison per capita commitments. 75% of those hours are assigned to Regional Program uses (3 or more localities) and 25% are assigned to hours of service committed to that locality within that fiscal year. Staff will work with our local members during the fall and winter to identify projects and priorities for the TJPDC to work on specific to the locality and as well, comprehensively for the region. These will be included in our annual work program to be considered every May with the Annual Operating Budget. This not only helps us to identify the assistance provided specific to our local members whether map preparation, data gathering or even conference space use but also helps us to charge staff time at a fully loaded rate with indirect costs charged, that helps to reduce our overall annual indirect cost rate.

Overall, we expect revenues to equal expenditures for FY20. This is a very conservative budget estimate. We anticipate this based upon recent activity to:

✓ Apply and be awarded new federal & state grants and local contracts

✓ Monitor expenditures for minimized spending

Member Assessments

Total Member Assessments are effected by several factors. Total population for the region increased from July 1, 2016 to July 1, 2017 by 3,319 people or 1.3 %. All localities grew with Nelson County experiencing the least growth of 23 people. Louisa grew the most with 2.05 % increase. Albemarle County grew at 1.8 % since 2016. Charlottesville grew by .124% and Nelson grew by .155 % during that time period. Greene had a 1.0 % population growth with Fluvanna 1.26%., The newest population estimates are multiplied by $0.62 per capita for general fund expenditures and $0.40 for Legislative Liaison services. Matches for participating localities are divided by each’s share of the population accordingly with the required match amount. Major Changes from FY18 include:

• Increases for Louisa and Albemarle counties.

• Addition to the Rideshare Match by Greene County Report from Executive Committee: The Executive Committee reviewed the FY 20 Projected Budget. Projected revenues and local funding requests were considered based

upon estimated expenses. Recommendations were made considering the ongoing financial benchmarks established by the Commission to:

• Operate financially conservative to create a fiscally sustainable agency

• Maintain a reasonable cash position to provide adequate resources for lean revenue months.

• Work to build an adequate retained earnings reserve for future services and future growth opportunities

• Prioritize service programs that are fiscally sustainable and pay for themselves

• Control expenses within known revenue sources

• Create a capital account for savings to be reserved for future capital needs

Recommended Motion by Commission: To approve the Projected FY20 Budget for use in local, state and federal funding requests.

Serving local governments by providing regional vision,

collaborative leadership and professional service to develop effective solutions.

RESOLUTION

APPROVING THE FISCAL YEAR 2020

THOMAS JEFFERSON PLANNING DISTRICT COMMISSION

PROJECTED BUDGET

WHEREAS, the Thomas Jefferson Planning District Commission (“the Commission”) is the Planning

District Commission serving the City of Charlottesville, Albemarle, Fluvanna, Greene, Louisa and

Nelson Counties, known together as Planning District 10, and;

WHEREAS, the Commission and its associate organization, the Charlottesville-Albemarle Metropolitan

Planning Organization, carry out a program of work on behalf of its members and in cooperation with its

federal, state and local partners, and;

WHEREAS, the Commission prepares an annual projected budget containing a revenue summary and

expenditure plan to fund and carry out its work program, and;

WHEREAS, the projected budget establishes local government revenue sources recommended to meet

expenditure obligations for a balanced budget for the upcoming fiscal year, and;

WHEREAS, upon approved local government funding from member jurisdictions, the Commission will

adopt an annual operating budget by May of every fiscal year, and;

WHEREAS, the Executive Director and Finance Committee recommend to the Commission for the

Fiscal Year 2020 a Projected Budget of $1,886,559 in Revenues and $1,886,559 in Expenses, and;

WHEREAS, the FY 2020 projected budget recommends local funding with per capita funding

remaining constant at sixty-two cents per person and maintaining a per capita contribution of forty cents

per person specific to legislative liaison services, based upon the most recent Weldon Cooper Center

population estimates published January 25, 2018; and

WHEREAS, the FY 2020 budget anticipates per capita contributions to first provide grant matching

funds to urban and rural transportation grants and then to regional and local services in a ratio of 75%

regional and 25% direct local services; and

TJPDC Staff Meeting Agenda and Notes Page 2

NOW, THEREFORE, BE IT RESOLVED by the Thomas Jefferson Planning District Commission that

it hereby approves the Fiscal Year 2020 Projected Budget and Member Assessments, which is attached

hereto and which shall be included in the minutes of the Commission meeting of October 4, 2018.

Adopted by the Thomas Jefferson Planning District Commission at its Monthly Commission Meeting of

October 4, 2018 in the City of Charlottesville, Virginia, a quorum being present.

_____________________ _________________________

Charles P. Boyles, II Richard Randolph

Executive Director Commission Chair

_____________________

Date

3/1/2018 10/6/2018

$0.62 per capita $0.62 per capita $0.62 per capita $0.62 per capita

Revenue FY17 Actual FY18 Actual FY19 Budget FY20 Projected

Federal $778,013 $860,016 $1,331,586 $1,031,676

State $321,089 $254,212 $304,337 $245,933

Local $189,017 $431,932 $388,644 $442,053

Local per capita $150,752 $154,070 $154,910 $156,968

Interest Income $1,199 $5,601 $6,000 $6,000

Rent Income $6,715 $0 $0 $3,929

Reserves Transfer $0 $0 $0 $0

Total Revenue $1,446,785 $1,705,831 $2,185,477 $1,886,559

Operating Expenditures

Personnel

Salaries $559,612 $708,016 $773,256 $772,646

Fringe and Release $126,180 $178,369 $176,596 $182,362

Total Personnel $685,792 $886,385 $949,852 $955,008

Other CostsOverhead

Postage $3,038 $3,372 $3,767 $3,452

Subscriptions $105 $829 $550 $550

Supplies $3,946 $6,054 $8,212 $8,360

Audit-Legal $15,608 $15,735 $16,500 $16,500

Advertising $12,073 $16,996 $15,510 $22,765

Meeting Expenses $3,530 $7,202 $11,149 $7,108

TJPDC Contractual $45,578 $28,682 $49,154 $51,209

Dues $6,964 $10,782 $9,180 $9,220

Insurance $3,259 $3,611 $3,300 $3,300

Printing/Copy $5,471 $5,659 $8,059 $5,451

Rent $82,140 $86,990 $89,218 $92,134

Equip/Data Use $26,087 $25,317 $27,063 $29,417

Capital & Leases $0 $0 $0 $0

Telephone $6,697 $5,952 $5,620 $5,919

Travel-Vehicle $16,487 $15,766 $15,553 $17,207

Janitorial $9,493 $10,266 $10,920 $10,920

Professional Development $7,808 $15,509 $14,696 $16,957

Total Other Costs $248,284 $258,722 $288,451 $300,469

TOTAL OPERATING EXPENSES $934,076 $1,145,107 $1,238,303 $1,255,477

Net Ordinary Income $512,709 $560,724 $947,174 $631,082

Other

HOME Pass Thru $316,592 $357,736 $411,216 $411,216

5th St, CEDS, Housing, RRBC $0 $0 $0 $168,924

HPG Pass Thru $115,830 $105,958 $535,958 $50,942

Total Other Expenses $432,422 $463,694 $947,174 $631,082

Net Other Income -$432,422 -$463,694 -$947,174 -$631,082

Net Income $80,287 $97,030 $0 $0

1/30/2018 Estimates 0.62 Local Local Local 0.4 75% 25%

Pop. % Pop. Per capita Rideshare Solid Waste RRBC Leg Liaison Total Contri Per capita Rural MPO Haz Balance Regional Local

Charlottesville 49,132 19.41% $30,462 $7,331 $2,540 $1,337 $19,653 $61,323 $30,462 $0 -$11,304 0 $19,158 $14,368 $4,789

Albemarle 107,697 42.54% $66,772 $15,876 $5,535 $6,210 $43,079 $137,472 $66,772 -$2,620 -$19,699 0 $44,453 $33,340 $11,113

Fluvanna 26,467 10.45% $16,410 $3,999 $1,380 $1,897 $10,587 $34,272 $16,410 -$3,261 $0 0 $13,149 $9,861 $3,287

Greene 19,985 7.89% $12,391 $2,997 $1,045 $1,056 $7,994 $25,483 $12,391 -$2,472 $0 0 $9,919 $7,439 $2,480

Louisa 35,035 13.84% $21,722 $5,274 $0 $0 $14,014 $41,010 $21,722 -$4,278 $0 0 $17,444 $13,083 $4,361

Nelson 14,858 5.87% $9,212 $2,335 $0 $0 $5,943 $17,490 $9,212 -$1,869 $0 0 $7,343 $5,507 $1,836

253,174 100.00% $156,968 $37,812 $10,500 $10,500 $101,270 $317,049 $156,968 -$14,500 -$31,003 0 $111,465 $83,599 $27,866

1/30/2017 Local Local 0.4 75% 25%

Pop. % Pop. Per capita Rideshare Solid Waste RRBC Leg Liaison Total Contr Per capita Rural MPO Haz Balance Regional Local

Charlottesville 49,071 19.64% $30,424 $7,300 $2,540 $1,337 $19,628 $61,229 $30,424 $0 -$11,304 $0 $19,120 $14,340 $4,780

Albemarle 105,715 42.31% $65,543 $15,845 $5,535 $6,210 $42,286 $135,419 $65,543 -$2,620 -$19,699 $0 $43,224 $32,418 $10,806

Fluvanna 26,133 10.46% $16,202 $3,967 $1,380 $1,897 $10,453 $33,899 $16,202 -$3,261 $0 $0 $12,941 $9,706 $3,235

Greene 19,785 7.92% $12,267 $0 $1,046 $1,056 $7,914 $22,283 $12,267 -$2,472 $0 $0 $9,794 $7,346 $2,449

Louisa 34,316 13.73% $21,276 $5,243 $0 $0 $13,726 $40,245 $21,276 -$4,278 $0 $0 $16,998 $12,749 $4,250

Nelson 14,835 5.94% $9,198 $2,303 $0 $0 $5,934 $17,435 $9,198 -$1,869 $0 $0 $7,329 $5,496 $1,832

249,855 100.00% $154,910 $34,658 $10,501 $10,500 $99,941 $310,510 $154,910 -$14,500 -$31,003 $0 $109,406 $82,055 $27,352

MEMO

To: TJPD Commissioners

From: Chip Boyles, Executive Director

Date: October 4, 2018

Re: Executive Director’s Report

Purpose: To inform Commissioners of Agency Activities since August 2, 2018

Administration

o October Meeting Agenda

2. Matters from the Public

a. Comments from public

b. Albemarle County Community Infrastructure Survey

i. TJPDC staff recently completed a neighborhood infrastructure survey

for Albemarle County. The survey updated and added community assets

to GIS and data base inventories. This served as a pilot program to

assess the needs and opportunities of providing more extensive surveys

in the future.

c. Thomas Jefferson Area Coalition for the Homeless

Anthony Haro, Executive Director

3. Consent Agenda

a. Minutes from September 6, 2018

b. Finance Report: August, 2018 Monthly Financial Reports

The August Financial Reports are attached for review. Financial Reports are

presented in detail every quarter to the Commission and on the consent agenda

other months.

i. Dashboard Report - Net quick assets are $687,868. Based upon the twelve-

month average for operating expenses, we remain to have over 7 months of

available operating expenses. Our current goal is 5 months of available

operating expenses. Funds available in our Capital Reserve Account are

$207,156. (Net Quick Assets minus 5 months operating expenses; $687,868 –

$480,712=$207,156)

Unrestricted Cash on Hand as of August 31, 2018 was $420,965 or over 4

months of average monthly operating expenses. 4 months is our current target

level and concern level is less than 2 months.

Revenue less Expenses - We had a net gain of $ 6,212 for the month of August.

This gives us a fiscal year net gain of $2,936 (July & August). Our FY19

Operating Budget estimated a $0.00 net gain for the year.

ii. Profit & Loss. Total income through August is $382,136. With 2 month or

17% of the fiscal year complete, we received 17.5% of our total budgeted

income. Total expenses are $379,200 or 17% of the budgeted total expenses of

$2,185,477. Operating expenses for the same period are $196,992 or 16% of

our total budgeted operating expenses of $1,238,303. Operating revenue

through August is $199,928 or 16% of the budgeted operating revenue of

$1,238,303.

iii. Balance Sheet. As of August 31, 2018, we have total current assets of

$1,049,995 and total fixed assets of $4,359. Total assets are up by $294,503

from the same time last year. Total liabilities have increased from a year ago

by $224,991 with total liabilities as of August 31, 2018 of $405,273. Total

Equity has increased by $69,512 to $649,082 since the same time last year.

iv. Accrued revenues of existing grant and contract balances for FY19 are shown.

We currently have a $1,104,215 available in contracts and grants for the

remaining 10 months of FY19. August operating expenses were $100,678. Our

12-month average is $96,142. We currently have $110,421 available funds per

month for operating expenses.

As a reminder, it is our goal to build our reserves back to and above FY12

levels (year-end FY12 = $579,293) where we will have 1) at least 6 months

operating expenses in reserves 2) utilize reserves for unanticipated grant match

for local/regional grant opportunities and 3) to save for the possible purchase of

a building (space) at some time in the future.

FY19 will see an increased TJPDC funding toward several regional projects

possibly including the Regional Housing Analysis, Regional Housing

Partnership, Regional Comprehensive Economic Development Strategies and a

Regional Quality of Life Assessment and Performance Measures.

4. Resolutions

a. FY20 Projected Budget & Local Government Revenue Rates

i. Separate FY20 Projected Budget Memo is attached with details.

b. Smart Scale Funding for Added Albemarle County project – Frays Mill Road

i. When one rural Smart Scale project was determined ineligible to apply, the

TJPDC staff replaced that project with an Albemarle County project; Frays

Mill Road improvement. The Commission needs show approval and

support for that application. The resolution and project drawing are in your

packet.

5. Director’s report

6. Other Business

a. Regional Housing Partnership update of TJPDC and Local Appointments

i. Appointments and first Partnership meeting will be delayed until November

/ December to allow local governments and other stakeholders time to

appoint members.

b. Discussions by jurisdictions of timely topics from each local government.

c. The next TJPDC meeting will be at the TJPDC offices on November 1, 2018.

i. November’s meeting will include review and consideration of the FY18

Financial Audit and a presentation by the Region 9 – Piedmont Opportunity

Corridor GO Virginia Council.

7. Adjourn

END OF AGENDA REPORT

________________________________________________________________________________

The latest staff meeting agendas is attached for current programs, projects and efforts

of the TJPDC staff.

Of note includes:

• The LRTP planning process and the Regional Bike/Ped Plan are all underway. LRTP Open

House will be at TJPDC offices October 17th at 5:30.

• Staff are assisting Louisa County with a scope of work for a Comp Plan Transportation Chapter,

a County Transportation Plan and technical assistance for the County Comp Plan.

• Staff has submitted a grant application to the Virginia Housing Development Authority for a

regional housing analysis to include the entire TJPDC region. Local match is already committed

and is expected to be a year long $100,000 project. In addition to local and regional housing

analysis, the end result will create a Comp Plan Housing Element for each local government in

the region that choses to adopt.

• Staff with the building search committee continues to work on options for a new office space.

Our lease is up in August of 2020.

• TJPDC is working to assist Central Virginia Electric Coop with facilitating discussions with

local governments for their build out of fiber broadband services within their utility territory.

• Organized for the past City Manager of Greenville, SC to present at a September 28th Rivanna

River Summit on the Reedy River Park development in Greenville. TJPDC will present the

Phase I Corridor Planning at the RRBC conference and the Urban Land Institute Rivanna River

Development Seminar.

• Upon not being awarded funds for a pilot transit program connecting Staunton to Charlottesville,

staff is working with SAWMPO on a revised grant application to review a modified transit or

van pool service from Waynesboro to Charlottesville.

• Staff attended the Local Government Advisory Committee of the Chesapeake Bay Program to

provide input on possible PDC funding for ongoing Chesapeake Bay TMDL best practices for

local governments.

• Consulted with MegaBus for possible Charlottesville sites to begin operations.

• Submitted two CDBG Planning Grant applications for wastewater system upgrade and a

downtown revitalization planning grant. Also working to assist Nelson County with a Board of

supervisor Strategic Planning Update.

• Completed Phase I of Rivanna River Corridor study and developed Scope of Work and Budget

for Phase II.

• Assisted Town of Scottsville with Comprehensive Plan data.

• Initiated project and hold 2nd regional meeting for the regional Watershed Implementation Plan

III on October 4th at 10:00 AM.

• Joint CAMPO and SAWMPO annual board meeting on October 10th in Augusta County.

• Attended a multi-city housing summit focused on accessory dwelling units in Portland, OR with

Seattle, WA; Washington, DC and Portland, OR. Portland State University will provide 12

months of technical assistance to promote ADU’s.

• Meeting with Fluvanna staff on October 11th to review possible projects in Palmyra and Fork

Union areas.

• Participated in Thomas Jefferson Coalition for the Homeless strategic planning session at PVCC.

• Staff attended DHCD Roadshow of potential funding opportunities for local governments in

Woodstock.

• Presented Charlottesville Area Alliance Aging In Place to Louisa Board of Supervisors.

• Mayor and Chairs Meeting scheduled for October 19th at noon.