AGENDA DATE: 9/17/2019
TITLE:
Title
Board of Supervisors and School Board’s Joint Work Session to share, discuss and prioritize Capital Improvement Plan (CIP) projects
BODY
SUBJECT/PROPOSAL/REQUEST: The Board of Supervisors and the School Board will share, discuss and prioritize capital projects together to provide a framework for the next step in the FY 21 - FY 25 CIP Development process
ITEM TYPE: Regular Action Item
STAFF CONTACT(S): Richardson, Walker, Kamptner, Henry, Letteri, Allshouse, L., Mitchell
PRESENTER (S): Lori Allshouse, Rosalyn Schmitt (School Division Chief Operating Officer), and Maya Kumazawa (School Division Director of Budget and Planning)
LEGAL REVIEW: Yes
REVIEWED BY: Jeffrey B. Richardson
BACKGROUND: In January 2019, the CIP Oversight Committee (OC) recommended that the OC hold a discussion with the Board of Supervisors and the School Board to: conduct shared visioning, learn what the capital needs are for local government and for the schools, clarify shared priorities, discuss ways to prioritize the projects in the CIP, and consider reconceptualizing the way the County approaches planning for capital and operating budgets.
On March 20, 2019, the Board of Supervisors began planning ahead for the FY 21 - FY 25 CIP development process and directed staff to schedule a work session for the Board of Supervisors, the School Board, and the CIP OC pursuant to the OC’s recommendation.
On May 9, 2019, the Board of Supervisors, the School Board, and the CIP OC held a work session, and continued working together towards addressing the community’s capital needs, identified CIP affordability constraints, reconceptualized the way the County approaches planning for capital and operating budgets, reviewed the Public Private Education Act (PPEA) project guidelines, and approved a new CIP development process for FY 21 - FY 25.
On June 6, 2019, the Board of Supervisors held a joint work session with Charlottesville’s City Council. During the work session, the Board and Council reviewed jointly-funded capital projects that have been recently completed or were underway, and those included in the jurisdictions’ FY 20 - FY 24 CIPs. Board and Council members also discussed opportunities to connect on capital projects in the future, and planned to meet again for further discussion on September 9, 2019.
On July 10, 2019, the Board of Supervisors held a work session to prioritize General Government CIP projects. The School Board received a report from the Long-Range Planning Advisory Committee on July 11, and approved a prioritized list of School Division CIP projects in August.
On August 13, 2019, General Government staff presented information to the Planning Commission on the prior year’s CIP development process and the new CIP development process approved on May 9 for the FY 21 to FY 25 CIP. The Planning Commission then discussed potential roles that the Planning Commission may desire to have in future CIP development processes for capital projects specifically associated with the Comprehensive Plan, Master Plans, and Small Area plans.
On September 9, 2019, the Board of Supervisors held a joint work session with the Charlottesville City Council to follow up on items identified at their joint June 6 work session, and to continue their discussion of potential connections on capital projects in the future.
STRATEGIC PLAN: Mission: To enhance the well-being and quality of life for all citizens through the provision of the highest level of public service consistent with the prudent use of public funds
DISCUSSION: Pursuant to the FY 21 - FY 25 CIP development process approved on May 9, the next Board of Supervisors and School Boards’ joint work session will be held on September 17 from 3:30 to 5:30 p.m. for the Boards to share, discuss, and prioritize Capital Improvement Plan (CIP) projects in preparation for the next step in the process. Attachment A includes a draft agenda for the work session, and Attachment B includes a diagram of the FY 21 - FY 25 CIP Development Process.
In addition, the CIP OC will be changed to the CIP Advisory Committee (AC), and staff will request the Boards to approve a final CIP AC Charge.
BUDGET IMPACT: The County’s CIP serves as a planning and implementation tool for the acquisition, development, construction, maintenance, and renovation of public facilities, infrastructure, and capital equipment for a five-year period
RECOMMENDATION:
Recommendation
Staff recommends that the Board of Supervisors and School Board: 1) utilize this work session to share, discuss and prioritize (CIP) projects in preparation for the October 2019 CIP Advisory Committee’s efforts in the continued development of FY 21-FY 25 CIP; and 2) approve a final CIP Advisory Committee Charge.
ATTACHMENTS:
A - Draft September 17 Work Session Agenda
B - FY 21- FY 25 CIP Development Process Diagram