city council bill hartley, mayor anthony farnum, vice-mayor ......kevin wingard, council member city...

City CouncilBill Hartley, Mayor

Anthony Farnum, Vice-MayorKevin Mumpower, Council Member

Neal Osborne, Council MemberKevin Wingard, Council Member

CITY COUNCIL

300 Lee Street, Bristol, Virginia 24201January 12, 2021

6:00 PM

Call to Order Moment of Silence Pledge of Allegiance A. Mayor's Minute and Council Comments B. City Manager's Comments C. Matters to be Presented by Members of the Public - Non-Agenda Items. D. Adoption of Agenda REGULAR AGENDA Financial Policy Revision and Review Discussion of Unassigned Fund Balance Discussion of Budget Calendar Approval of Landfill Gas and Dewatering System Improvements Work Order Landfill Discussion CONSENT AGENDA Purchase Requisitions CARES ACT - COVID 19 FUND December 2020 Disbursement Approval in the amount of

$1,397,157.82. Supplemental Appropriation of $24,329 Appointments to the Board of Zoning Appeals (BZA) E. Adjournment

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CITY COUNCIL

AGENDA ITEM SUMMARY Meeting Date: January 12, 2021 Department: Finance Staff Contact: Tamrya Spradlin, Chief Financial Officer

AGENDA ITEM WORDING:Financial Policy Revision and Review

ITEM BACKGROUND:The City of Bristol, Virginia has documented financial policies which are reviewed and/or revisedannually by the Finance Committee. These policies support the internal control structure, standardizetransactions, and safeguard the assets of the City of Bristol. These policies are part of the FinancialPolicy Manual maintained by the Finance Department of the City of Bristol. These policies are availableon the City's website, under the Finance Department. Staff is presenting revisions to the FinancialPolicies and the Travel Policy per recommendation of the Finance Committee. No revision isrecommended to the Budget Policy, the Fund Balance Policy, or the Credit Card Policy, but thesepolicies are presented for review purposes.

PREVIOUS RELEVANT ACTION:January 28, 2020 previous council approval of these policies.

STAFF RECOMMENDATION:The Finance Committee recommends that Council approve the Travel Policy, the Credit Card Policy,the Budget Policy, the Fund Balance Policy, and the Financial Policies as presented. DOCUMENTATION: Budget Policy Final.pdf Fund Balance Policy Final.pdf Credit Card Policy Final.pdf Travel Policy Final.pdf Financial Policies Final.pdf

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Approved January 28, 2020

City of Bristol, Virginia

Budget Policy

The City will annually adopt and execute a budget for funds that may be required by law or by sound

financial practices and generally accepted accounting principles. The budget process will follow the

guidelines of Chapter 25, Title 15.2 of the Code of Virginia. The budget shall control the levy of taxes and

the expenditure of money for all City purposes during the ensuring fiscal year. The City budget shall be

balanced within all available operating revenues, including the fund balance, and adopted by the City

Council.

Balanced Budget

The annual budget of the City will be considered balanced when all anticipated payments for operations,

debt service, and the annual capital plan needs do not exceed budgeted revenues.

Current Revenues to Support Current Expenditures

Ongoing and stable revenues will be used to support ongoing operating costs.

One-time Revenues and One-time Expenditures

The use of one-time revenues and one-time expenditure savings will be used for non-recurring

expenditures.

Revenue and Expenditure Projections

The City will prepare annually a financial forecast utilizing trend indicators and projections of annual

operating revenues, expenditures, capital improvements and related debt service and operating costs,

and fund balance levels.

Budget Performance Monitoring

All departments of the City will periodically examine and effect changes in program delivery

responsibilities or management which would improve productivity, lower costs, enhance service, and

further communication with the public. The City will maintain a budgetary control system to ensure

adherence to the budget and will prepare monthly reports comparing actual revenues and expenditures

to budgeted amounts.

Budget Adjustments

Pursuant to the annually adopted Budget Ordinance, the City Manager may authorize adjustments to

the adopted budget as requested by staff between individual line items within the respective

departments. Council approval is required to increase or decrease total budgeted expenditures.

Budgetary Basis

The Budget shall be prepared on the cash basis, which is in accordance with Governmental Accounting

Standards, the guidance set forth in the Uniform Financial Reporting Manual issued by the Virginia

Auditor of Public Accounts, and is consistent with the City Charter.

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GENERAL FUND BALANCE POLICY GUIDELINE City of Bristol, Virginia

I. INTRODUCTION:

The City believes that sound financial management principles require that sufficient funds be retained by the City to provide a stable financial base at all times. To retain this stable financial base, the City sets the following goals: to maintain fund balance reserves sufficient to fund all cash flows of the City, to provide financial reserves for unanticipated or emergency expenditures and/or revenue shortfalls, and to provide funds for all existing expenses.

II. PURPOSE:

The purpose of this policy is to specify the composition of the City’s financial reserves, set suggested minimum levels for certain reserve balances, and to identify certain requirements for replenishing any fund balance reserves utilized.

III. POLICY:

1. Fund Balance Categories: For documentation of the City’s fund balance position, communication with interested parties and general understanding, a clear and consistent system of classification of the components of the City’s fund balances is necessary. The City’s reporting and communication relating to fund balances will utilize the classifications outlined in generally accepted accounting principles (GAAP). GAAP dictates the following hierarchical fund balance classification structure based primarily on the extent to which the City is restricted in its use of resources.

a. Non-spendable Fund Balance: These are fund balance amounts that are not in a readily spendable form, such as inventories or prepayments, or trust or endowment funds where the balance must remain intact.

b. Restricted Fund Balance: These are amounts that have constraints placed on their use for a specific purpose by external sources such as creditors, or legal or constitutional provisions.

c. Committed Fund Balances: These amounts are designated for a specific purpose or constraints have been placed on the resources by City Council. Amounts within this category require City Council action to commit or to release the funds from their commitment.

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d. Assigned Fund Balances: These are amounts set aside with the intent that they be used for specific purposes. The expression of intent can be by City Council or their designee and does not necessarily require City Council action to remove the constraint on the resources.

e. Unassigned Fund Balances: These are amounts not included in the previously defined categories. The City’s General Fund should report a positive Unassigned Fund Balance. Amounts in this classification represent balances available for appropriation at the discretion of City Council. However, City Council recognizes that the Unassigned Fund Balance needs to be comprised of liquid cash and investments to meet the City’s cyclical cash flow requirements and be at a level sufficient to allow the City to avoid the need for short term tax anticipation borrowing. The Unassigned Fund Balance should also allow for a margin of safety against unforeseen expenditures that could include, but not be limited to, natural disasters, severe economic downturns, and economic development opportunities. Unassigned Fund Balance shall not be used for annual recurring expenditures, except for unforeseen emergency circumstances.

As of the date of this policy document, City Council recognizes that it shall budget an amount each year (the “Annual Budget Amount”) toward rebuilding the Unassigned Fund Balance until the balance, at a minimum, reaches 18% of annual budgeted operating revenues (General and Solid Waste Funds excluding any pass through revenues and internal transfers) or an amount, if greater than 18%, that is sufficient to eliminate the need for annual cash flow Tax Anticipation Note borrowings (the “Policy Goal”).

To the extent that the City has any remaining operating surplus after all expenditures (including the Annual Budgeted Amount) have been satisfied, the City shall apply at a minimum 50% of such remaining operating surplus to further accelerate the build-up of the Unassigned Fund Balance.

City Council recognizes that if amounts above the 18% Policy Goal exist, City Council could contemplate strategically utilizing these amounts, if appropriate. However, City Council also recognizes that maintaining an Unassigned Fund Balance above the minimum policy level may be beneficial to the overall well-being of the City. Should any amounts above the 18% Policy Goal exist they should only be appropriated for non-recurring expenditures as they represent prior year surpluses that may or may not materialize in subsequent fiscal years. Amounts above the 18% Policy Goal could be used for the following purposes:

i. Fund additional reserves for use during an emergency, during periods of economic

uncertainty or budget adversity, or for capital items. Such additional reserves shall be determined by City Council. Once funds are transferred into reserve accounts, they may only be transferred out for the stated purpose by a majority vote of City Council. The goal of this policy is to fund $5 million in this reserve.

ii. Fund debt service reserves sufficient to meet the needs of the City’s annual future general obligation bond debt service schedule as presented in the 5 year general obligation bond debt service plan.

2. Prioritization of Fund Balances: As indicated, the fund balance classifications outlined above are based on the level of restriction. In the event expenditures qualify for disbursement from more than one fund balance category, it shall

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be the policy of City of Bristol that the most constrained or limited fund balance available will be used first. Unassigned fund balance will be used last.

3. Replenishment of the Unassigned Fund Balance: Upon the use of any Unassigned Fund Balance, which causes such fund balance to fall below either the Policy Goal and/or Minimum Initial Target levels, City Council must approve and adopt a plan to restore amounts used within 24 months. If restoration of the reserve cannot be accomplished within such period without severe hardship to the City, then the City Council will establish a different time period.

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CREDIT CARD USE POLICY


1. PURPOSE To establish policies and procedures that apply to the use of credit cards and merchant cards. These policies and procedures are for the use of cards to: • Facilitate efficiency of operations • Facilitate purchases where a card is required • Facilitate employee travel related to professional development or official city business The term credit card as used in these procedures and policies shall apply to general purpose credit cards and merchant cards. 2. APPLICATION The Policy applies to all City employees, City Council members, and Constitutional Officers and their employees. 3. GUIDANCE 3.1. CREDIT CARDS a. Obtaining Credit Cards Only the Chief Financial Officer, or designee, is authorized to order credit cards from providers of credit cards. Requests for credit cards shall be made to the Chief Financial Officer. Requests for credit cards shall be in writing and signed by the department head of the department requesting the card(s). The City credit cards should be kept in a secure location. Cards issued to individual employees are only to be used by that employee. It is the responsibility of the cardholder to immediately report a lost or stolen credit card to the Chief Financial Officer. Credit card transactions shall comply with the City’s purchasing guidelines, City Code and all applicable state and federal regulations. Credit cards shall bear the name of the City of Bristol, Virginia and the name of the person responsible/or department (cardholder). Any employee issued a credit card under these procedures and policies shall sign the Credit Card Acceptance Form/Receipt . The employee shall also agree in writing to allow the City to withhold and deduct amounts owed the City by the employee, including the authorization to deduct from the employee’s pay, amounts owed the City by the employee due to improper, disallowed or unauthorized charges, penalty and interest incurred thereon. Disallowed transactions include, but are not limited to transactions for which proper documentation is not provided. This section shall not apply to charges made by others who have unauthorized possession of the card or card number. Fraudulent use by an employee or anyone whom the employee allowed to use a credit card or card number may be cause for termination of employment for the employees involved in the fraudulent use.

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The Chief Financial Officer, or designee, may suspend or cancel any credit card due to: failure of a card holder or department to comply with these procedures and policies, misuse of a card, failure to provide or habitually late in providing documentation or completing required accounting information; failure to reimburse the City for disallowed charges; failure to maintain proper custody of the card; or other uses of a card which the Chief Financial Officer deems not in the best interest of the City. 3.2. USE OF CREDIT CARDS a. Credit cards may be used for: • Expenses authorized by the travel policy, with department head approval. When credit cards are used for meal or other travel expenses which are not authorized by the travel policy or exceed reimbursement limits of the travel policy, such amount(s) shall be paid by the cardholder within 3 business days of return from the travel or notification by the City of disallowed charges. • Purchase of goods and services • On-line purchases when such purchase is advantageous to the overall efforts of the City Employees using credit cards shall ensure that purchases comply with all applicable laws, rules, regulations and purchasing policies b. Credit cards may not be used for: • Cash advances • Personal purchases • Purchases for any non-official City of Bristol, Virginia purpose • Travel expenses for individuals not covered by the travel policy, even if it is the intent to reimburse the City • Purchase of alcohol • Purchases which are in violation of any law or regulation • Purchases of gift cards, unless approved prior to purchase by the City Manager • Purchases of Capital Equipment • Fuel for privately owned vehicles 3.3. MERCHANT CARDS Merchant cards shall be obtained only by the Finance Department upon approval of the Chief Financial Officer. The Finance Department shall establish procedures for the use of merchant cards. Merchant cards shall be issued in the name of the City. Merchant cards may be used for purchases and payment of services only from the vendor issuing the merchant card. The employee shall also agree in writing to allow the City to withhold and deduct amounts owed the City by the employee, including the authorization to deduct from the employee’s pay, amounts owed the City by the employee due to improper, disallowed or unauthorized charges,

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penalty and interest incurred thereon while the card was provided to the employee and not in the possession of the department custodian. Disallowed transactions include, but are not limited to transactions for which proper documentation is not provided. This section shall not apply to charges made by others who have unauthorized possession of the card. 3.4. RESPONSIBILITY OF DEPARTMENTS AND USERS OF CREDIT CARDS/MERCHANT CARDS All transactions shall be documented by receipts, which provide details of the transaction and in a form acceptable to the Chief Financial Officer. Any transaction not properly documented shall be deemed disallowed and be subject to the rules applied to disallowed charges and/or transactions. Department Heads shall be responsible for ensuring card usage by employees of their department and compliance with all applicable laws, rules, regulations and these procedures and policies. Department Heads shall establish responsibility, control and ensure appropriate records are maintained. Department Heads (or designee) shall approve each card transaction. The Department Head, or designee, shall ensure timely submittal of required documentation by employees of their department. This includes the submittal of receipts and the purchase requisition or travel expense form. 3.5. DISALLOWED AND IMPROPER CHARGES/TRANSACTIONS If improper charges/transactions are not repaid before the credit card billing is due and payable, the City shall have a prior lien against and a right to withhold any and all funds payable, or to become payable to the cardholder up to the amount of disallowed charges/transactions, penalty, and interest at the rate charged by the issuer of the credit card. Misuse of the city credit card may result in disciplinary action, termination, and/or legal action. 3.6. REBATES, GIFTS, ETC. Rebates, gifts, awards and other gratuities received related to a City credit card or use thereof, shall be the property of the City of Bristol, Virginia. Such items shall be used for the business needs of the City. Such benefits shall not accrue to benefit the cardholder. 3.7. FINANCE DEPARTMENT The Finance Department will verify all credit card expenditures against the monthly billing detail. The Finance Department will notify the Department Head and Chief Financial Officer of missing receipts within 5 days of receiving the monthly statement. 3.8. AMENDMENTS TO THE PROCEDURES AND POLICIES The Chief Financial Officer may amend these procedures and policies as needed to ensure the proper use and control of credit cards.

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CITY OF BRISTOL, VIRGINIA CREDIT CARD USER AGREEMENT

I, _________________ , as an employee of the City of Bristol, Virginia accept personal responsibility for the safeguard and proper use of the City credit card # ____________ which has been assigned to me for use in the performance of my job, in accordance with the terms outlined below. Credit cards are to be used solely for travel related business expenses (within and outside the city), and conference/class registrations incurred by the assigned individual only. Credit cards may be used for purchasing department supplies or necessary department items only if approved beforehand by the assigned card holder’s Supervisor or the Department Head responsible for the card. I have read and understand the credit card policies and procedures as set out in the Credit Card Use Policy and Travel Policy. I understand the Chief Financial Officer will disallow my use of a City credit card for violation or misuse of the credit card and/or credit card policies and procedures and that such violation or misuse may subject me to discipline, including termination, under the City’s Personnel Policies. I understand that each time I use, or authorize the use thereof, that I am adhering to the following statement: “I hereby certify under penalty of perjury that this is a true and correct claim for necessary expenditures incurred by me and that no payment has been received by me on account thereof.” I understand that I will be held personally liable for inappropriate charges I incur to the City credit card, and payment for any such inappropriate charges is hereby authorized to be withheld from my paycheck. The undersigned individual has read and understands the above statements. Employee: ______________________________________ Date: _____________

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TRAVEL POLICY


Predicated upon adequate funding, the City of Bristol, Virginia may reimburse employees traveling on

pre-approved, official City business for reasonable and necessary expenses incurred. Travel expenses

may be paid by the employee and then reimbursed upon submission of completed required paperwork

and proper documentation. Completed paperwork is due to the Finance Department within three

business days of return from travel. The department head should review allowable travel charges with

the employee prior to travel, unless it is an unforeseen circumstance.

Transportation

A system-owned vehicle should be used for approved City business when available. Preference in the

use of system-owned vehicles will be given to employees traveling the greatest distances. If a system-

owned vehicle is not available, the private vehicle of an employee may be used and the employee will

be reimbursed at the current IRS mileage rate. An employee would not be reimbursed the actual cost of

gasoline or other incidental expenses of personal vehicle usage.

If an employee elects to use their personal vehicle rather than a system-owned vehicle, the employee

will not receive mileage reimbursement, unless the use is pre-approved by the City Manager.

Guest and/or family members may occasionally travel in a system-owned vehicle if prior approval has

been received by the City Manager. System-owned vehicles must be picked up at the beginning of

travel and returned immediately upon return. System-owned vehicles should never be taken home or

used to commute to and from your work location unless pre-approved. IRS rules require personal use

of vehicles to be added to your taxable income and must be properly monitored.

Actual parking fees, toll charges, metro fees and required taxi or other transportation costs are

allowable for reimbursement. Tickets or receipts should accompany reimbursement requests, when

possible. Otherwise, the traveler should document the date, amount and purpose of a charge.

Transportation by airplane, train, or a method other than vehicle transportation must be approved by

the City Manager prior to any expenditure related to that travel.

Meals

Meals will be reimbursed at cost when overnight travel is required. The maximum meals and

incidentals to be reimbursed will be determined by the Federal GSA Per Diem Rates. The federal rates

are available at http://perdiemcalc.net/gsa-np and must be attached to each travel voucher for meals

and lodging. On travel departure and return days the meal allowance is calculated at 75% of the federal

rates and is calculated by the Federal GSA Per Diem Calculator. If a meal is provided by a third party

or the conference during travel, it will not be reimbursed or charged to City credit card, even if the

employee chooses an alternative. That meal should be deducted from the daily total provided by the

federal per diem rates. The conference registration or agenda must be attached to each travel voucher

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TRAVEL POLICY


for meals. The meal maximum will be on a daily basis of travel and will not be subject to prorating or

carry over from one day to the next. Meal allowance rates include all taxes and tips. Tips are limited

to 15%. Detailed meal receipts must be submitted with the travel reimbursement claim form. Meals

will not be reimbursed for day trips.

Lodging

On approved trips which require overnight lodging, motel/hotel receipts must be submitted with the

travel reimbursement claim form. Most telephone expenses are not allowable for reimbursement and

should not be submitted for reimbursement. Government rates shall be requested when appropriate and

used when available.

Travelers must keep receipts and accurate detailed records of all expenses to ensure correct reporting

and submission of travel reimbursements. Claims for travel and meal expenses shall be submitted to

the finance department on forms approved by the City Manager for this purpose. By signing the travel

reimbursement request, the traveler is certifying the accuracy of all information and the legitimacy of

the travel. The signature of the traveler’s supervisor certifies that he or she agrees that the travel was

necessary and the requested reimbursements are proper.

The maximum reimbursement rate for lodging shall be based on the same lodging rate paid by the

Commonwealth of Virginia to its employees at any given time. Utilize the calculator at the following

website to determine maximum allowance for your destination: http://perdiemcalc.net/gsa-np/ . Up to

150% above of the rate may be approved by department head, above 150% must be approved by the

City Manager in advance of travel. Expenses in excess of the base guidelines will not be reimbursed,

unless approved in advance. Employees who do not plan with careful consideration to these guidelines

will bear the additional expense personally. The Federal GSA Per Diem Calculator must be attached

to each travel voucher for lodging.

Miscellaneous

Disallowed Expenditures. The following expenses will not be reimbursed: lost or stolen articles,

alcoholic beverages, damage to personal vehicles, clothing, or other items, movies charged to hotel

bills, entertainment expense, internet access (unless pre-approved for a business purpose) or expenses

for children, spouses, and companions while traveling. This list is not all-inclusive. Employees should

use prudent judgement and remember that all travel expense accounts are open to the public and must

be able to sustain the test of public review.

Travel Expenditures charged to the City credit card

Travel expenses charged directly to the City credit card must follow these guidelines. For additional

guidelines see the Credit Card Use Policy.

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CITY OF BRISTOL, VIRGINIA

FINANCIAL POLICIES

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City of Bristol, Virginia FINANCIAL POLICIES

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TABLE OF CONTENTS

Section Title Page #

1.0 Policy Purpose 3

2.0 Revenues 4

3.0 Expenditures 5

4.0 Budget 5

5.0 Capital Improvement Program 6

6.0 Debt 7

7.0 Financial Reporting 11

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1.0 Policy Purpose

The City of Bristol, Virginia (the City) and its governing body, the City Council (the Council), is accountable to the City's citizens to carefully account for all public funds. Municipal resources must be used wisely to ensure adequate funding for the services, public facilities, and infrastructure necessary to meet the community’s present and future needs. The following financial policies and guidelines establish the framework for the City’s overall fiscal planning and management.

1.01 Policy Objectives

This fiscal policy is a statement of the guidelines and objectives that will influence and guide the financial management practices of the City. A fiscal policy that is adopted, adhered to, and regularly reviewed is recognized as the cornerstone of sound financial management and safeguards the fiscal stability of the City. In order to achieve its purpose, the fiscal policy has the following objectives for the City’s fiscal performance.

A. To contribute significantly to the City's ability to insulate itself from fiscal crisis.

B. To guide City Council and management policy decisions that have significant fiscal impact.

C. To promote long term financial stability by establishing clear and consistent guidelines.

D. To direct attention to the total financial picture of the City rather than single issue areas and link long term financial planning with day to day operations.

E. To ensure sound financial management by providing accurate and timely information on the City’s financial condition.

F. To protect the City’s credit rating and provide for adequate resources to meet the provisions of the City’s current and future debt obligations on all municipal debt, including general obligation debt and moral obligation debt.

G. To limit maximum overall legal and moral obligation debt limits to conservative and reasonable levels.

H. To strive for and to obtain a credit rating of AAA.

1.02 Policy Implementation and Coordination

The City has established a Finance Committee that meets approximately monthly to collectively review financial matters of the City, including the monitoring of financial activity and cash management. The Finance Committee will review and promote compliance with the financial policies outlined herein. Members of the Finance Committee will include two members of the City Council.

1.03 Review and Revision

These policies will be presented to Council annually prior to January 31 for review and revision.

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2.0 Revenues

The City will strive to maintain a diversified mix of revenues in order to balance the sources of revenue amongst taxpayers and to provide ongoing stability and predictability and to shelter it from short-term fluctuations in any one revenue source.

Current revenues will fund current expenditures. The City must balance the need for services and the City’s ability to raise fees, charges, and taxes to support those services.

2.01 Revenue Collections

The City will monitor all taxes to insure they are equitably administered and collections are timely and accurate. The City will aggressively collect property taxes and related penalties and interest as authorized by the Code of Virginia.

2.02 Fees and Charges

As much as is reasonably possible, City services that provide private benefit should be supported by fees and charges in order to provide maximum flexibility in use of general City taxes to meet the cost of services of broader public benefit. Charges for services that benefit specific users should recover full costs, including all direct costs, capital costs, department overhead, and Citywide overhead. Departments that impose fees or service charges should prepare and periodically update cost-of-service studies for such services. A subsidy of a portion of the costs for such services may be considered when consistent with legal requirements to meet other City interests and objectives, such as remaining competitive within the region.

2.03 Reassessment

Reassessment will be made of all real property at least every four years. The City will maintain sound appraisal procedures to keep property values current. Real property will be assessed at 100% of full market value.

2.04 Intergovernmental Aid

The City will pursue intergovernmental aid, including grants, for those programs and activities that address a recognized need and are consistent with the City's long-range objectives, and will attempt to recover all allowable costs associated with those programs. Any decision to pursue intergovernmental aid should include the consideration of the following:

A. Present and future funding requirements; B. Cost of administering the funds; C. Costs associated with special conditions or regulations attached to the grant award D. When grants or other intergovernmental aid are reduced or eliminated, the program or

project it supported will be reduced by a commensurate amount. 2.05 Revenue Forecasts The estimate of the City’s revenues shall be set at realistic and attainable levels, sufficiently conservative to avoid shortfalls, yet accurate enough to avoid a systematic pattern of setting tax rates that produce significantly more revenue than is necessary to meet expenditure, fund balance and reserve requirements.

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2.06 Restricted Revenue

Restricted revenue shall only be used for the purpose intended and in a fiscally responsible manner.

2.07 Use of One-Time Revenues

The City will limit the use of one-time revenues to one-time expenditures such as non-recurring capital projects.

2.08 Use of Fund Balance

The City’s General Fund equity balance will be utilized to provide sufficient working capital in anticipation of current budgeted revenues and to finance unforeseen emergencies without borrowing. The General Fund equity of the City (Unassigned Fund Balance) should not be used to finance current operations without specific approval by Council as a regular agenda item. This does not apply to carryover funds related to specific grants, refunds of certain funds, or pass through items that will be presented on the consent agenda.

3.0 Expenditures

The City should accommodate ongoing expenditures within current resources. One-time expenditures should be funded with an offsetting revenue or from an established and adequately funded reserve. Expenditures will be evaluated based on the fiscal impact on current and future operations. On-going expenses will be monitored in comparison with budget appropriations, effectiveness of the services, and operational efficiency. 3.01 Continual Improvements

The City will seek to optimize the efficiency and effectiveness of its services through improvement efforts, performance measures, and by assessing its services with comparable cities to reduce costs and improve service quality.

3.02 Monitoring

Department Heads are responsible for managing program expenses within the total adopted operating budget.

4.0 Budget

The City will annually adopt and execute a budget for such funds as may be required by law or by sound financial practices and generally accepted accounting principles. The budget shall control the levy of taxes and the expenditure of money for all City purposes during the ensuing fiscal year. The City budget shall be balanced within all available operating revenues, including the fund balance, and adopted by the City Council.

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4.01 Balanced Budget

The annual budget of the City will be considered balanced when all payments for operations, debt service, and annual capital plan needs do not exceed budgeted revenues.

4.02 Current Revenues to Support Current Expenditures

Ongoing and stable revenues will be used to support ongoing operating costs.

4.03 One-time Revenues and One-time Expenditures

The use of one-time revenues and one-time expenditure savings (excess cash balances) will be used for non-recurring expenditures.

4.04 Revenue and Expenditure Projections

The City will prepare annually a financial forecast utilizing trend indicators and projections of annual operating revenues, expenditures, capital improvements and related debt service and operating costs, and fund balance levels.

4.05 Budget Performance Monitoring

All departments of the City will periodically examine and affect changes in program delivery responsibilities or management which would improve productivity, lower costs, enhance service, and further communication with the public. The City will maintain a budgetary control system to ensure adherence to the budget and will prepare monthly reports comparing actual revenues and expenditures (expenses) to budgeted amounts.

4.06 Budget Adjustments

The City Manager may authorize adjustments to the adopted budget as requested by staff between individual line items. Council approval is needed to increase the total budget expenses.

5.0 Capital Improvement Program

In order to prepare and plan for upcoming capital needs and improve capital infrastructure, the City will prepare a minimum five-year Capital Improvement Plan.

The Capital Improvement Plan will include major capital improvements and identify estimated revenue sources and annual operational costs for facilities to include anticipated debt service requirements.

Capital improvements do not include routine maintenance on existing capital assets.

5.01 Capital Improvement Program Components

The City’s capital improvement program consists of two (2) components:

A. Capital plan - a listing of capital items that the locality anticipates undertaking within the next five (5) years. A capital item is any tangible asset or project with a total cost of $5,000 or more and a useful life of greater than one year.

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B. Capital budget - an element of the locality’s annual budget adoption process and details the upcoming year’s planned expenditures for capital projects. This capital budget is based on the capital improvement plan.

6.0 Debt

The City Council generally follows the guidelines listed below in making financial decisions on debt issuance. Adherence to these guidelines allows the City to plan for the necessary financing of capital projects while maintaining credit worthiness. In addition, continued adherence to these policies will ensure the City’s strong financial position.

The City shall use an objective analytical approach to determine whether it can afford new or additional general purpose debt. This process shall use the City’s standards of affordability. These standards include the measures of debt service payments as a percent of current expenditures and debt as a percent of taxable real estate value.

6.01 Tax Anticipation Notes (TANs)

The City does not intend to issue tax anticipation notes (TANs) to fund government operations but if the timing of receipt of revenues in the course of the fiscal year requires the borrowing of money to support expenditures within the adopted budget the City may issue promissory notes as outlined in the budget ordinance.

6.02 Letters of Credit

The City may enter into a letter-of-credit (LOC) agreement when such an agreement is deemed prudent and advantageous. The City will prepare and distribute a request for proposals to qualified banks which includes terms and conditions that are acceptable to the City.

6.03 Lease Purchase Obligations

Lease purchase and master lease obligations shall be considered as an alternative to long-term vendor leases. Such debt shall be subject to annual appropriation.

6.04 Compliance with Legal Requirements

Pursuant to the Constitution of Virginia (the Constitution), the City is authorized to issue bonds secured by a pledge of its full faith and credit and unlimited taxing power. The issuance of general obligation bonds is subject to a constitutional limitation of ten percent (10%) of the assessed value of taxable real property.

History has shown borrowing levels at or near 10% is a serious fiscal stress to the City’s ability to meet short and long term debt service obligations and also operate the City under normal conditions. A level of one-half of the state’s constitutional limit is the maximum recommended amount.

6.05 Debt Ratio Policies

General Obligation Debt as a Percentage of Assessed Value Ceiling 5%

This ratio indicates the relationship between the City’s debt and the total taxable value of real property and personal property in the City. It is an important indicator of the City’s ability to repay debt, because

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property taxes are the primary source of the City’s revenues used to repay debt. A small ratio is an indication that the City will be better able to withstand possible future economic downturns and continue to meet its debt obligations. Debt levels in excess of this ratio require a written action plan to be presented to Council by the City Manager annually that will address the excess debt and any new general obligation or moral obligation debt.

Debt as a Percentage of Operating Expenditures per fund Ceiling 8%

This ratio is a measure of the City’s ability to repay debt without hampering other City services. A smaller ratio indicates a lesser burden on the City’s operating budget. The numerator shall include debt that is not self- supporting from a user fee revenue stream. A self- supporting revenue stream is defined as a revenue stream that provides coverage of all debt service obligations without general fund support (to include tax assessment districts and funds supported by committed state revenues in support of such debt). Any long term financing lease obligations which may be subject to annual appropriation by the City will also be included in the calculations of tax-supported debt service. Operating expenditures will consist of ongoing general and proprietary fund expenditures, excluding inter-fund transfers.

Compliance with the above debt policy ratios will be calculated each fiscal year in conjunction with the budget development process and provided to Council with the proposed annual budget.

6.06 Long Term Debt Policy

The City may use debt financing for capital projects and unusual equipment purchases under the following circumstances:

A. When the project is included in the City’s capital improvement program and/or is generally in

conformance with the City’s Comprehensive Plan.

B. When the project is not included in the City’s Capital Improvement Program, but it is an

emerging critical need whose timing was not anticipated in the Capital Improvement Program,

or it is a project mandated immediately by state or federal requirements.

C. When the project’s useful life, or the projected service life of the equipment, will be equal to or

exceed the term of the financing.

D. When there are designated revenues sufficient to service the debt, whether from project

revenues, other specified and reserved resources, or infrastructure cost sharing revenues.

The following criteria will be used to evaluate funding options for capital improvements:

A. Factors that favor pay-as-you-go:

a. Current revenues and adequate fund balances are available.

b. Project phasing is feasible.

c. Debt levels would adversely affect the City’s credit rating.

d. Financial market conditions are unstable or present difficulties in marketing the sale of long-term financing investments.

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B. Factors that favor long-term financing:

a. Revenues available for debt service are considered sufficient and reliable so that long- term financing can be marketed with the highest possible credit rating.

b. The project for which financing is being considered is of the type that will allow the City to maintain the highest possible credit rating.

c. Market conditions present favorable interest rates and demand for municipal financings.

d. A project is mandated by state or federal requirements and current revenues and fund balances are insufficient to pay project costs.

e. A project is immediately required to meet or relieve capacity needs.

There are many different types of long-term debt instruments available. Depending on the specific circumstances, the City will consider using the following types of financing instruments:

A. General Obligation Bonds

B. General Obligation Bonds sold to Virginia Public School Authority for School Capital Projects

C. Revenue Bonds

D. Certificates of Participation

E. Lease Revenue Bonds

F. Selected State Pooled-Borrowing Programs for Utility Revenue Bonds, including those of the Virginia Resources Authority.

Under no circumstance is it recommended to issue long term debt obligations for private enterprise projects where business plans and market risk play a significant role in the economic outcome of the project.

6.07 Bond Structure

The City shall establish all terms and conditions relating to the issuance of bonds, and will invest all bond proceeds pursuant to the terms of the bond. Unless otherwise authorized by the City, the following shall serve as bond requirements:

A. Term All capital improvements financed through the issuance of debt will be financed for a period not to exceed the useful life of the improvements, but in no event will the term exceed thirty (30) years.

B. Capitalized Interest From time to time certain financings may require the use of capitalized interest from the issuance date until the City has beneficial use and/or occupancy of the financed project. Interest shall not be funded (capitalized) beyond three years or a shorter period if further restricted by law. Interest earnings may, at the City’s discretion, be applied to extend the term of capitalized interest but in no event beyond the term allowed by law.

C. Debt Service Structure

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Debt issuance shall be planned to achieve relatively equal payment of principal (declining debt service) while matching debt service to the useful life of facilities. The City shall avoid the use of bullet or balloon maturities except in those instances where these maturities serve to make existing overall debt service level. The City may elect a less rapid or other debt service structure, such as level debt service at its discretion.

D. Call Provision In general, the City’s debt will include an early redemption (or “call”) feature, which is no later than 10 years from the date of delivery of the bonds. The City will avoid the sale of non-callable bonds absent careful, documented evaluation by the City in conjunction with its financial advisor with respect to the value of the call option.

6.08 Consultants

A. Financial Advisor The City shall select a financial advisor (or advisors) to assist in its debt issuance and debt administration processes. Selection of the City’s financial advisor(s) shall be based on, but not limited to, the following criteria: a. Experience in providing consulting services to entities similar to the City, knowledge and

experience in structuring and analyzing bond issues experience, and reputation of assigned personnel

b. Fees and expenses

c. Conflicts of Interest. The City requires that its consultants and advisors provide objective advice and analysis, maintain the confidentiality of City financial plans, and be free from any conflicts of interest.

B. Bond Counsel City debt will include a written opinion by legal counsel affirming that the City is authorized to issue the proposed debt, that the City has met all legal requirements necessary for issuance, and a determination of the proposed debt’s federal income tax status. The approving opinion and other documents relating to the issuance of debt will be prepared by counsel with extensive experience in public finance and tax issues. The Bond Counsel will be selected by the City.

C. Disclosure by Financing Team Member All financing team members will be required to provide full and complete disclosure, relative to agreements with other financing team members and outside parties. The extent of disclosure may vary depending on the nature of the transaction. However, in general terms, no agreements shall be permitted which could compromise the firm’s ability to provide independent advice which is solely in the City’s best interests or which could reasonably be perceived as a conflict of interest.

6.09 City Financial Disclosure

The City is committed to full and complete financial disclosure, and to cooperating fully with rating agencies, institutional and individual investors, City departments, and the general public to share clear, comprehensive, and accurate financial information. The City is committed to meeting secondary market disclosure requirements on a timely and comprehensive basis.

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7.0 Financial Reporting

7.01 Accounting Standards

The City’s financial statements will conform to generally accepted accounting principles (GAAP) as established by the Government Accounting Standards Board (GASB).

7.02 Accounting Records

The City will maintain an accounting system to allow for the accurate and timely preparation of financial statements. The accounting system will have sufficient internal controls designed to prevent fraud and abuse.

7.03 Audit Requirements

An independent certified public accountant will perform an annual audit of the City’s financial statements. Audit results will be presented to the City Council for acceptance.

7.04 Finance Committee

A Finance Committee consisting of two members of Council, the City Manager, the Chief Financial Officer, the Treasurer, the Commissioner of Revenue, and other members as determined by the City Manager and Chief Financial Officer will meet approximately monthly. The Finance Committee will regularly review the financial activity of the City, to include cash management and policy compliance. The Finance Committee may report to Council via written communication any areas of significant concern.

7.05 Finance Updates to Council

Monthly financial statements will be distributed to Council.

Quarterly financial updates will be provided to City Council.

Compliance to this policy will be communicated to Council as part of the budget information presented to Council and available to the public on the website. Minimum information communicated will consist of Debt Ratio information contained in this policy for the previous two years based on audited information, for the current year, and for the upcoming budget year.

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CITY COUNCIL


AGENDA ITEM WORDING:Discussion of Unassigned Fund Balance

ITEM BACKGROUND:This agenda item is a discussion of the unassigned fund balance per the FY20 audit report.

PREVIOUS RELEVANT ACTION:N/A

STAFF RECOMMENDATION:N/A DOCUMENTATION:

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CITY COUNCIL

AGENDA ITEM SUMMARY Meeting Date: January 12, 2021 Department: City Manager Staff Contact: Randall Eads, City Manager

AGENDA ITEM WORDING:Discussion of Budget Calendar

ITEM BACKGROUND:N/A

PREVIOUS RELEVANT ACTION:

STAFF RECOMMENDATION: DOCUMENTATION: BUDGET CALENDAR.pdf

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CITY COUNCIL

AGENDA ITEM SUMMARY Meeting Date: January 12, 2021 Department: Public Works Staff Contact: Wallace McCulloch, Director

AGENDA ITEM WORDING:Approval of Landfill Gas and Dewatering System Improvements Work Order

ITEM BACKGROUND:The city started receiving a large volume of odor complaints in late November and through December2020. The landfill gas collection system in the quarry landfill is in need of repairs to facilitate gascollection and removal. This should be a major improvement in efforts to reduce odor. The estimatedcost for the work is $90,000.00

PREVIOUS RELEVANT ACTION:None

STAFF RECOMMENDATION:Motion to Approve SCS Landfill Gas System and Dewatering Systems Improvement Work Order aspresented DOCUMENTATION: Work Order_City of Bristol LFG Improvements_1-7-21.pdf

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Work Order 1/7/21 Page 1

CITY OF BRISTOL INTEGRATED WASTE MANAGEMENT FACILITY

LANDFILL GAS SYSTEM AND DEWATERING SYSTEM IMPROVEMENTS

WORK ORDER

1. BACKGROUND SCS Engineers identified 7 vertical landfill gas (LFG) extraction wells in the southern end of the Quarry Landfill that had been shut off from vacuum in early June 2020. SCS installed a series of temporary 4-inch LFG lateral pipes to connect these 7 LFG wells to vacuum in late June. SCS had previously discussed options with the City of Bristol (City) and Ingenco for introducing a second LFG collection header into the Quarry Landfill in close proximity to condensate sump CPS-1. SCS and the City had performed field reconnaissance and reviewed drone photos to identify a ravine in which the City and SCS could position a second LFG header into the Quarry Landfill adjacent to CPS-1. During a conference call on 12/17/20, the City informed SCS of ongoing landfill gas emissions/odors identified in the southeast portion of the Quarry Landfill that need to be addressed by immediate abatement and control measures. These conditions warrant repairs and improvements to the existing LFG system and dewatering system infrastructure, and additional LFG extraction and dewatering efforts to enhance the effectiveness of the LFG control system. The City discussed the layout drawing of the area of concern as well as a drone video of the most recent conditions. SCS discussed an approach to target LFG extraction in the area of concern, dewatering efforts in the southeast corner of the Quarry, and an additional LFG header into the Quarry. During a follow up conference call with the City on 12/29/20, SCS discussed multiple approaches to accomplish enhanced system performance, one of which involved a 12” LFG main header into the Quarry and another (which the City selected) involved two 6” LFG header pipes extending into the Quarry above condensate sump CPS-1. The scope of services is discussed below.

2. SCOPE OF SERVICES TO BE PERFORMED:

TASK 1 – PLANNING, LAYOUT, CONSULTING, AND CQA SCS will prepare a detailed LFG System layout drawing with detail drawings and/or sketches for the proposed LFG horizontal collector, 12” sump with pump at the low point in the southeast portion of the landfill, dewatering piping and tie-in connection details. The layout drawing and detail drawings will also include the proposed 12” and 6” LFG header into the Quarry and tie-in connections adjacent to sump CPS-1. SCS will notify VDEQ-SWRO of pending LFG system improvements, repairs, and maintenance activities and provide drawings, details, and updates accordingly. SCS will coordinate with the City and VDEQ-SWRO with respect to notifications with regards to this LFG project, as appropriate.

SCS will prepare a materials inventory list of pipe quantities and stone specifications and proposed volumes. The materials inventory shall include other miscellaneous items required such as pumps, wellheads, pipe anchor brackets, etc. This task will also include part-time on-site CQA of two

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workdays per week during field work. SCS anticipates construction activities to be completed within three work weeks. Our CQA services include the following:

SCS will maintain a part-time presence at the site during LFG header pipe and horizontal collector installation to periodically observe system construction activities and to verify general compliance with plans and documents.

Monitor and document the pressure testing of the completed LFG header. Provide guidance during testing.

Telephone calls among the SCS Project Director, SCS-FS Project Manager, SCS on-site personnel, and the City to answer questions, resolve issues, and coordinate interpretations of the plans and specifications. SCS on-site staff will handle some of these issues in person.

Prepare sketches or outline approaches required to address field conditions impacting the LFG system.

Maintain files for correspondence, reports, photographs, requests for information or clarification, and other construction project related documentation, and forward to the City and others, as appropriate.

Conduct a final walk-through inspection of the project, document the substantial completion inspection, and provide a punch-list for completion by field crews prior to demobilization. Distribute final close-out meeting minutes.

TASK 2 – HORIZONTAL COLLECTOR INSTALLATION SCS will coordinate with the City for the ordering of LFG pipe, pipe fittings, and non-calcareous stone aggregate required for LFG system enhancements to be accomplished under this task. SCS Field Services OM&M (SCS-FS) will mobilize on-site in late January 2021 to begin welding 4” perforated LFG collection pipe to serve as the horizontal collector. SCS-FS will excavate a 24” wide trench approximately 800 feet total to a minimum of 36” depth per the planning and layout documents The center of the horizontal collector will feature a 12” sump with pneumatic pump at the low point. This 12” sump will be discussed in more detail under Task 4. The two ends of the horizontal collector will tie-in to this sump at the central low point on the southeast end of the Quarry Landfill. SCS-FS will connect the two ends of the horizontal collector to the existing 4” temporary LFG header as shown on the attached drawing. SCS-FS will complete backfilling of the horizontal collector trench using non-calcareous VDOT No. 4 river rock (or suitable equivalent) and waste overburden.

TASK 3 – SUPPLEMENTAL QUARRY HEADER PIPES INSTALLATION Under this Task, SCS will work in conjunction with the City to install a 12-inch LFG header along the rim of the Quarry. SCS has been informed that Ingenco has approximately 600 feet of 12-inch HDPE pipe available on-site which will be made available for these improvements. The City will clear brush to allow the 12-inch header to traverse around the mulching area near the Quarry rim as shown in the attached photo and drawing. Subsequent to the tie-in connection to the existing 12-inch main header with the 12-inch tee, SCS will install a 12-inch isolation valve and close it (isolating the piping under construction) to allow Ingenco to continue collecting LFG during field activities associated with these improvements. All proposed piping and valves will be installed abovegrade.

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The area where the proposed supplemental LFG header will traverse down through a steep ravine into the Quarry Landfill is heavily vegetated with small brush and trees. The City will clear this brush prior to installation. SCS will install a 12-inch tee at the terminus of the proposed 12-inch header along the Quarry rim. There will be a 12-inch blind flange installed for future expansion along the southern section of the Quarry Landfill. The 12-inch header will extend into the ravine before reducing into two 6-inch headers near the westernmost steep portion and descent into the Quarry. SCS plans to weld the 6-inch header in the Quarry and weld the 12-inch header above the Quarry rim. SCS will rely on City-operated equipment (e.g. winch) to pull the 6-inch header from the Quarry Landfill floor up through the ravine to make the tie-in connection with the proposed 12-inch header.

SCS will disconnect the 12-inch flange adjacent to CPS-1 in the Quarry Landfill where the 4-inch temporary LFG header connects into the existing 12-inch header and install two 12-inch flanged tees with a 6-inch flanged branch in a vertical position. SCS will connect the two 6-inch LFG headers extending down from the ravine to the two 6-inch flange branches off the 12-inch tees. SCS will reconnect the 12-inch flange reducer from the 4-inch temporary header to the new dual 12-inch tees. SCS will install a 4-inch butterfly isolation valve to enable O&M personnel to isolate this area during future well raising and other system maintenance and construction activities.

TASK 4 – DEWATERING SYSTEM IMPROVEMENTS SCS will configure supplemental 2-inch airline and 4-inch condensate forcemain into the Quarry Cell following the same alignment down the ravine as the proposed LFG header. SCS will make tie-in connections to the existing airline and condensate forcemain near the compressor station.

SCS understands the City will procure a new pump for condensate sump CPS-1. SCS will assist the City with the installation of the new pump in CPS-1, connect the airline appurtenances to the new pump as well as the condensate forcemain appurtenances to the discharge line of the new pump.

This task includes the installation of a 12-inch sump with pump at the low point near the southeast corner of the Quarry Landfill to increase dewatering quantities and assist with liquid removal efforts. SCS will excavate a minimum 10-foot pit to accommodate the sump. Once the sump is installed in the pit, SCS will backfill around the sump with VDOT No. 4 stone to the 4-inch inlet and outlet branches. SCS will connect both ends of the horizontal collector to the inlet and outlet of this sump. Note: there will likely be leachate in the excavation pit, so field personnel should exercise caution. Also, to prevent the sump from floating, it will be advised to fill the sump with water prior to lowering it into the trench (or other suitable ballast methodology). SCS expects the City will consider the corrosive nature and other characteristics of leachate when selecting the pump.

SCS will install replacement 2-inch airline from CPS-1 along the quarry wall buffer to connect to the proposed southeast sump pump. SCS will connect the discharge line and appurtenances from the proposed southeast sump pump to new 4-inch forcemain to the adjacent quarry wall. City-operated equipment (e.g. winch) will pull the forcemain to the quarry rim where the forcemain will discharge landfill liquids to a temporary, abovegrade storage tank. The City will be responsible for periodically transferring liquids from the storage tank to an appropriate discharge point.

SCS will connect the 2-inch discharge line from the U-trap off the southern leachate cleanouts LFG header to the proposed southeast sump. SCS will also connect the terminus of the southern quarry temporary LFG header to the proposed sump.

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TASK 5 – MATERIALS & REIMBURSABLE EXPENSES (EQUIPMENT, MILEAGE, PER DIEM) This task addresses certain materials and reimbursable expenses involved in the improvements, repairs, and maintenance activities affiliated with the horizontal collector, supplemental Quarry Cell header, and dewatering system improvements. The activities outlined in Tasks 2-4 are anticipated to occur over an approximate 3 week period. These materials and reimbursable expenses include vehicle usage and mileage, per diem, and other minor direct costs such as computer, phone, and miscellaneous incidental costs.

TASK 6 – HEAVY EQUIPMENT AND SUPPLIES This task addresses the heavy equipment and miscellaneous supplies involved in the improvements, repairs, and maintenance activities affiliated with the horizontal collector, supplemental Quarry Cell header, and dewatering system improvements. The activities outlined in Tasks 2-4 are anticipated to occur over an approximate 3 week period. These materials include the fusion equipment required: electrofusion machine, 4-inch butt fusion equipment, and rental of a 12-inch fusion machine (pitbull); freight, miscellaneous fittings and supplies required to complete the tasks.

ASSUMPTIONS

It is our understanding that select materials and equipment necessary to complete horizontal collector installation, supplemental LFG quarry headers, and dewatering system improvements outlined under Tasks 2, 3, and 4 must be provided by SCS. Our budget includes the cost associated with renting a 12” HDPE pipe fusion machine in Task 6. The City will procure stone aggregate to complete the horizontal collector installation under Task 2. The City will also provide the track hoe excavator necessary to conduct certain excavation activities.

SCS will use approximately 600 feet of existing 12-inch HDPE piping from Ingenco’s stockpile for the LFG header construction. However, additional 12-inch and 6-inch HDPE pipe will be required to complete Task 3. Total HDPE pipe quantities to complete Tasks 2-4 will be determined under the Task 1 scope, but SCS assumes the City will purchase all HDPE pipe and HDPE fittings in the materials inventory.

The City will secure the new 6-inch LFG header to the chain link fence along the Quarry wall using pipe clamps similar to the existing LFG header. The City has equipment to access the Quarry wall and secure the 6-inch LFG header to the chain link fence.

The City will be responsible for all brush clearing associated with the proposed route of the LFG header (and air and forcemain piping) in advance of SCS personnel mobilization. If the City’s progress on this task delays SCS, causing additional mobilizations, this will increase the overall cost of efforts under this Work Order.

The City will provide a winch (or other suitable technique) to pull the 6-inch LFG headers up the Quarry wall into position to make the tie-in to the 12-inch LFG header. The City will be responsible for the operation of the winch to secure the 6-inch headers. SCS will complete HDPE fusion activities.

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The City will be responsible for applying soil cover over the 6-inch and/or 12-inch header above the rim of the Quarry wall to anchor the supplemental header pipe.

The City will install a temporary poly tank for landfill liquids discharged from the proposed sump pump installed in the southeast end of the quarry landfill. SCS will complete fusion welding and convey forcemain piping to the quarry wall. City personnel and equipment must pull the 4-inch forcemain up the quarry wall and secure the 4-inch forcemain to the chain link fence.

The City will install a booster pump in the temporary poly tank to discharge liquids. SCS assumes the City is responsible for the pumping and piping infrastructure and efforts required to transfer landfill liquids from this temporary poly tank.

3. WORK ORDER SCHEDULE SCS is prepared to begin procurement of materials and work for the task listed above upon authorization from the City of Bristol. Field activities associated with the proposed LFG system improvements, repairs, and maintenance would commence subsequent to the procurement and delivery of LFG pipe and materials by the City.

4. COMPENSATION Compensation shall be as indicated below.

SCS will be compensated for time and materials (T&M) expenses in accordance with SCS' rate schedule in effect at the time of performance, provided that total compensation will not exceed $87,500 without the authorization of the City of Bristol.

Task 1 – Engineering Design, Consulting, and CQA $15,000

Task 2 – Horizontal Collector Installation $15,000

Task 3 – LFG System Expansion New Quarry Headers $15,000

Task 4 – Dewatering System Improvements $15,000

Task 5 – Equipment, Mileage, Per Diem $15,000

Task 6 – Heavy Equipment and Supplies $15,000

Total Amount of this Work Order = $90,000

Any work added to the Scope of Services to be performed shall be compensated at SCS' standard fee schedule in effect at the time of performance. Exhibit 1 provides a cost breakdown for completion of the activities described above.

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SCS ENGINEERS CITY OF BRISTOL

By: By:

Print Name: Robert E. Dick, PE Print Name:

Title: Sr. Vice President Title:

Date: Date:

34

SCS ENGINEERS, PC RateLABOR CATEGORY $/hr Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost

Project Director I 225$ 8 1,800$ -$ -$ -$ -$ 8 1,800$ Project Superintendent 140$ 6 840$ 37 5,180$ 37 5,180$ 37 5,180$ 4 560$ 121 16,940$ Project Manager 155$ 60 9,300$ 7 1,085$ 7 1,085$ 7 1,085$ 4 620$ 85 13,175$ Project Coordinator 130$ 2 260$ -$ -$ -$ -$ 2 260$ Staff Professional 100$ 28 2,800$ -$ -$ -$ -$ 28 2,800$ Senior Technician 95$ -$ 49 4,655$ 49 4,655$ 49 4,655$ 4 380$ 151 14,345$ LFG Technician 85$ -$ 48 4,080$ 48 4,080$ 48 4,080$ -$ 144 12,240$

TOTAL LABOR 104 15,000$ 141 15,000$ 141 15,000$ 141 15,000$ 12 1,560$ 539 61,560$

OTHER DIRECT COSTS

Auto/Mileage 7,000$ 7,000$ Per Diem 7,725$ 7,725$ Telephone 100$ 100$ Postage/Freight 2,000$ 2,000$ Misc. Supplies 2,730$ 2,730$ Fusion Equipment/Pitbull rental 5,000$ 5,000$ Track hoe Excavator Rental -$ Computer 175$ 175$

TOTAL ESTIMATED ODC's BY TASK 15,000$ 9,731$ 24,730$ Administrative (15%) 3,710$ 3,710$

TOTAL 15,000$ 15,000$ 15,000 15,000 15,000 15,000$ 90,000$

Notes: 1) SCS assumes this task is billed on a time and materials (T&M) basis. 2) Under Tasks 2, 3, and 4, SCS has budgeted five 9-hour days on-site for a Senior Technician and one LFG Technician and four 9-hour days for a Project Superintendent for each task. 3) Under Task 3, SCS will weld 12" and 6" LFG collection piping and make the tie-in connections to the existing LFG header piping. City personnel will be responsible for transport and positioning the new 12" LFG header down the ravine towards the Quarry from the top rim, and securing the header to the Quarry wall fence.

Any additional heavy equipment rental or apparatus required to complete Tasks 2-4 is considered outside our scope of services. 5) SCS intends to prepare a materials inventory list for the City under Task 1. For budgetary purposes, SCS assumes the City will procure all stone, LFG and dewatering piping and fittings as required for Tasks 2-4. 6) This work order is for welding HDPE pipe, installation of LFG System and dewatering system components, secure all fittings, valves, etc., and complete major LFG header tie-ins per sketch. SCS is not responsible for brush clearing, movement and placement/positioning of pipe, operation of the winch, or accessing the Quarry wall to secure the 6" header to the chain link fence lining the Quarry wall. SCS understands the City will perform this work.

TASK 5Materials

EQUIPMENT, MILEAGE, & PER DIEM TASKS 1-4

MaterialsTASK 6

HEAVY EQUIPMENT & SUPPLIES TASKS 1-4

TASK 4(Labor Only)

DEWATERING SYSTEMIMPROVEMENTS

TASK 1(Labor Only)

PLANNING, LAYOUT,CONSULTING, & CQA

BUDGETARY FEE ESTIMATECITY OF BRISTOL - INTEGRATED WASTE MANAGEMENT FACILITY

TASK 2(Labor Only)

LANDFILL GAS SYSTEM & DEWATERING SYSTEM IMPROVEMENTS

TASK 3(Labor Only)

4) SCS assumes the City will be responsible for providing an excavator and our budgetary costs exclude this heavy equipment.

LFG SYSTEM EXPANSIONTOTALNEW QUARRY HEADERS

HORIZONTAL COLLECTORINSTALLATION

1/7/2135

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2940dbkLine

2940dbkPolygonal Line

2940dbkLine

CITY COUNCIL

AGENDA ITEM SUMMARY Meeting Date: January 12, 2021 Department: City Manager Staff Contact: Randall Eads, City Manager

AGENDA ITEM WORDING:Landfill Discussion

ITEM BACKGROUND:N/A


STAFF RECOMMENDATION: DOCUMENTATION:

37

CITY COUNCIL

AGENDA ITEM SUMMARY Meeting Date: January 12, 2021 Department: City Clerk Staff Contact: Nicole Storm,

AGENDA ITEM WORDING:Purchase Requisitions

ITEM BACKGROUND:Fire Dept; turnout gear, $16,399 Public Works; De-icing salt, $50,000 Bristol VA Sheriffs Office;Inmate housing Dec 20, $45,100 Bristol VA Sheriffs Office; Inmate housing Dec 20-COVID,$21.572.39


STAFF RECOMMENDATION: DOCUMENTATION: purchase req FD ppe.pdf Compass Minerals.pdf Southwest Va Reg Jail Auth Dec 20.pdf Southwest Va Reg Jail Auth Dec 20 COVID.pdf

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CITY COUNCIL


AGENDA ITEM WORDING:CARES ACT - COVID 19 FUND December 2020 Disbursement Approval in the amount of$1,397,157.82.

ITEM BACKGROUND:At the August 25, 2020 meeting, Council voted to allow the approval of disbursements from the CARESACT - COVID 19 Fund for the previous month at the first meeting of each month. December 2020disbursements from this fund totaled $1,397,157.82.


STAFF RECOMMENDATION:Staff recommends that Council approve the December 2020 disbursements for Fund 35- CARES ACT -COVID 19 FUND in the amount of $1,397,157.82. DOCUMENTATION: CHECK REGISTER FUND 35 DECEMBER.pdf

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AP308 CITY OF BRISTOL, VA. A/P ACH DEBIT CHECK REGISTER TIME-10:44:42 PAGE 1

CITY OF BRISTOL

P/O VEND. VENDOR INVOICE INVOICE ACCOUNT NET DEBIT DEBIT

NO. NO. NAME NO. DATE NO. AMOUNT NO. DATE DESCRIPTION BATCH

--- ----- ------ ------- ------- ------- ------ ----- ----- ----------- -----

0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-012095-8110- - - 278.59 1394 12/15/2020 Sheriff & Court Response Remot 09258

0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-012095-8110- - - 178.00 1394 12/15/2020 Sheriff & Court Response Remot 09258

0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-012095-8120- - - 390.47 1394 12/15/2020 Council Chambers Live Stream 09258

0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-012095-8120- - - 1,392.98 1394 12/15/2020 Council Chambers Live Stream 09258



0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-033010-6014- - - 2,704.46 1394 12/15/2020 Operating Supplies & Materials 09258


0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-033010-6014- - - 436.44 1394 12/15/2020 Operating Supplies & Materials 09258






0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-033010-6014- - - 176.91 1394 12/15/2020 Operating Supplies & Materials 092580000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-081010-6014- - - 259.74 1394 12/15/2020 PPE City Wide and Community Pa 09258

0000000 004712 BB&T FINANCIAL FSB 11/25/2020 11/25/2020 4035-081010-6014- - - 5,032.50 1394 12/15/2020 PPE City Wide and Community Pa 09258

DEBIT TOTAL 17,090.32

0000000 004680 INDUSTRIAL DEVELOP-ACH 12/15/2020 12/15/2020 4035-099000-9200- - - 216,000.00 1395 12/16/2020 Transfer to IDA 09260

DEBIT TOTAL 216,000.00

CHECK TYPE TOTAL 233,090.32

55

AP308 CITY OF BRISTOL, VA. A/P REGULAR CHECK REGISTER TIME-10:44:42 PAGE 2

CITY OF BRISTOL

P/O VEND. VENDOR INVOICE INVOICE ACCOUNT NET CHECK CHECK

NO. NO. NAME NO. DATE NO. AMOUNT NO. DATE DESCRIPTION BATCH

--- ----- ------ ------- ------- ------- ------ ----- ----- ----------- -----

0032075 030156 B&H PHOTO 179763876 11/10/2020 4035-012095-8115- - - 68.31 561 12/04/2020 City Remote Work Solution 09244

0032076 030156 B&H PHOTO 179794519 11/11/2020 4035-012095-8105- - - 1,392.98 561 12/04/2020 Temperature Monitoring Devices 09244

CHECK TOTAL 1,461.29

0000000 000165 BRISTOL VA. PUBLIC SCHOOL 12022020 BVPS 12/02/2020 4035-061010-9200- - - 46,610.22 562 12/04/2020 COVID 19 Items-1st allocation 09244


0000000 000287 CHAMBER OF COMMERCE 2034 12/02/2020 4035-081030-5699- - - 9,900.00 563 12/04/2020 Discover Bristol-CVB 09244

0000000 000287 CHAMBER OF COMMERCE 2035 12/02/2020 4035-081030-5699- - - 16,380.00 563 12/04/2020 Discover Bristol-CVB 09244


0031914 004960 CORO MEDICAL LLC PS-INV122313 10/21/2020 4035-031010-8105- - - 84,750.00 564 12/04/2020 AED's 09244


0032094 006673 DELL MARKETING,L.P. 10438143230 11/14/2020 4035-012095-8115- - - 159.90 565 12/04/2020 City Remote Work Solution 092440032096 006673 DELL MARKETING,L.P. 10439428801 11/18/2020 4035-012095-8115- - - 1,224.00 565 12/04/2020 City Remote Work Solution 09244

0032096 006673 DELL MARKETING,L.P. 10440939862 11/24/2020 4035-012095-8115- - - 1,042.93 565 12/04/2020 City Remote Work Solution 09244

0032097 006673 DELL MARKETING,L.P. 10441632064 11/26/2020 4035-012095-8115- - - 1,659.99 565 12/04/2020 City Remote Work Solution 09244


0032032 030020 GENERAL SALES OF VA, INC. 202011.00477 11/09/2020 4035-043010-8110- - - 4,920.00 566 12/04/2020 Touchless Dispenser & Refills 09244

0032059 030020 GENERAL SALES OF VA, INC. 202011.01417 11/23/2020 4035-043010-8110- - - 4,888.00 566 12/04/2020 Touchless Dispenser & Refills 09244


0032025 010497 GLADE CONSTRUCTION CO,INC 2020.9902 11/20/2020 4035-043010-8145- - - 4,900.00 567 12/04/2020 Courthouse Entrace Modificatio 09244


0000000 002196 HOME DEPOT PRO 587374729 12/01/2020 4035-043010-8130- - - 387.60 568 12/04/2020 Razor UV Cordless Handheld Spo 09244

CHECK TOTAL 387.60

0031638 017652 KRONOS INCORPORATED 11686155 11/17/2020 4035-012020-8105- - - 12,429.25 569 12/04/2020 Kronos HR Workforce Ready 09244


0032036 004408 MARK NASH 6912 11/05/2020 4035-032010-8125- - - 47,167.00 570 12/04/2020 Remodel-Bunk Area 09244

0032036 004408 MARK NASH 6952 12/01/2020 4035-032010-8125- - - 16,800.00 570 12/04/2020 Remodel-Bunk Area 09244


0032021 006305 MODERN OFFICE 204527 10/30/2020 4035-043010-8155- - - 4,838.00 571 12/04/2020 Building Modications 09244

0032049 006305 MODERN OFFICE 205218 11/17/2020 4035-043010-8155- - - 4,933.00 571 12/04/2020 Building Modications 09244 CHECK TOTAL 9,771.00

0031913 004959 MRSA-UV LLC 01-CBV A 10/02/2020 4035-043010-8105- - - 10,284.12 572 12/04/2020 Turbo UV Small Room/Amb Saniti 09244

0031913 004959 MRSA-UV LLC 01-CBV B 10/02/2020 4035-043010-8120- - - 5,062.15 572 12/04/2020 EMS-UV 24/7 Room Air Sanitizer 09244

0031913 004959 MRSA-UV LLC 01-CVB C 10/02/2020 4035-043010-8130- - - 5,047.29 572 12/04/2020 Razor

city council bill hartley, mayor anthony farnum, vice-mayor ......kevin wingard, council member city...

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