ADMINISTRATIVE ITEMS REPORT July 1, 2015

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1 ADMINISTRATIVE ITEMS REPORT July 1, 2015 # 2 ACTION ITEMS a. Budget Adjustments b. Board of Supervisors Minutes c. Deeds for Approval d. Grant Of Easement Over County Property Dulles Town Center Park And Ride Lot (Virginia Electric and Power Company Utility Easement) e. FY 2016 Funding to Bluemont Concert Series f. Secondary Road Addition: Barclay Ridge/ Hillside Circle /Amanda Court g. Secondary Road Addition: South Riding - Pine Forest Drive Extension

2 a. BUDGET ADJUSTMENTS Date of Meeting: July 1, 2015 STAFF CONTACT(S): John Sandy, Assistant County Administrator Penny Newquist, Deputy Director, Management & Financial Services Erin McLellan, Budget Officer, Management & Financial Services BACKGROUND: Staff recommends that the Board of Supervisors approve the budget adjustments as stated below. BA BA BA This budget adjustment estimates and transfers $42,920 from the Clerk of the Circuit Court s General Fund budget and estimates and appropriates the transfer in the Law Library Fund to cover estimated revenue not received and additional expenditures. (FY 2015) This budget adjustment estimates and appropriates $95,000 in State Capital Assistance from the FY 2014 Transit Bus Project in the Capital Fund and transfers the $95,000 to the Central Vehicle Replacement Fund. This budget adjustment also decreases the transfer of $95,000 into the Capital Fund from the Transportation District Fund in order to close out the project. (FY 2015) This budget adjustment estimates and transfers $5, in remaining project balance from the DIT-ERP Initiative 3 Land Use Pictometry project in the Capital Fund to the DIT-ERP Initiative 1 Human Resources project in the Capital Fund in order to close the project. (FY 2015) FISCAL IMPACT: Budget adjustments presented for the Board s consideration decrease the General Fund revenue budget by $42,920 and decrease the General Fund expenditures budget by $42,920. As a result, General Fund balance will not be impacted. DRAFT MOTION(S): I move that the Board of Supervisors (1) approve the budget adjustments as set out in the July 1, 2015, Administrative Items Report, (2) recognize a decrease in revenue in the amount of $42,920 in the General Fund, and (3) make a decrease in appropriations of $42,920 in the General Fund. I move an alternative motion. OR

3 Date of Meeting: July 1, 2015 b. BOARD OF SUPERVISORS MINUTES STAFF CONTACT: Jenny Grimmell, County Administration There are no Board Meeting minutes included in this packet. There are no Committee Summaries included in the Board s Packet.

4 Date of Meeting: July 1, 2015 c. DEEDS FOR APPROVAL STAFF CONTACT(S): Building and Development: Michael Seigfried, Director Building and Development: William M. Himel, Planner Office of County Attorney: Mindy Palleija, Paralegal BACKGROUND: 1. BLAD Sterling Business Park, Lots 8A & 8B 2. DEDI Crosstrail Boulevard- Leesburg Airport Associates, L.C. 3. DEDI Crosstrail Boulevard- Shreve Mill, LLC 4. DEDI Crosstrail Boulevard- Robin D. Powell, et al. Deed of Quitclaim, Consolidation, Easements and Partial Vacation quitclaiming certain areas, consolidating parcels, creation of easements, and vacating portions of existing easements, as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 3, 2015 [S. Barney]. Deed of Dedication and Easement dedicating to the County rightof-way for public street purposes, and granting and conveying to the County storm drainage utility easements along Sycolin Road on property owned by Leesburg Airport Associates, L.C., pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [E. Jewell]. Deed of Dedication and Easement dedicating acres for public street purposes, create and establish separate from the fee ownership of the property storm drainage and permanent slope easements for the benefit of the County, pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [E. Jewell]. Deed of Dedication and Easement dedicating and acres for public street purposes, create and establish separate from the fee ownership of the property temporary construction, storm drainage, and Loudoun County utility easements for the benefit of the County, pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office

5 of the County Attorney on June 15, 2015 [E. Jewell]. 5. DEDI Crosstrail Boulevard-Ken McKeehan, Trustee 6. ESMT Crosstrail Boulevard- Trustees of First Baptist Church of Sycoline 7. ESMT Crosstrail Boulevard-Ken McKeehan, Trustee 8. ESMT Crosstrail Boulevard-Ken McKeehan, Trustee 9. ESMT Saratoga, Stage 3, Sections 1 & 2, Lot 43 Deed of Dedication and Easement quitclaiming any right, title and interest-if any-the property owner may have in existing Sycolin Road, dedicating to the County right-of-way for public street purposes, and granting and conveying to the County temporary construction, storm drainage, and Loudoun County utility easements along Sycolin Road, pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [D. Shores]. Deed of Easement granting and conveying to the County temporary construction, storm drainage, and utility easements along Sycolin Road on the property owned by the Trustees of the First Baptist Church of Sycoline, pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [E. Jewell]. Deed of Dedication and Easement quitclaiming any right, title and interest-if any-the property owner may have in existing Sycolin Road, dedicating to the County right-of-way for public street purposes, and granting and conveying to the County temporary construction, storm drainage, and Loudoun County utility easements along Sycolin Road, pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [D. Shores]. Deed of Easement creating and conveying to the County storm drainage easements along Sycolin Road, pursuant to County road project CPAP (Crosstrail Boulevard and Kincaid Boulevard Extension), as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [D. Shores]. Deed of Open Space Easement and Vacation vacating 893 square feet of open space easement and creating 1,017 square feet of open space easement in order to create a new building envelope, as depicted on the associated plat. Approved as to form by the Office of the County Attorney on June 15, 2015 [M. Baggett].

6 DRAFT MOTION: I move that the Board of Supervisors approve the aforementioned deeds as presented.

7 Date of Meeting: July 1, 2015 d. GRANT OF EASEMENT OVER COUNTY PROPERTY DULLES TOWN CENTER PARK AND RIDE LOT (Virginia Electric and Power Company Utility Easement) ELECTION DISTRICT: Broad Run STAFF CONTACTS: Chris Glassmoyer and Joe Kroboth, Department of Transportation and Capital Infrastructure Lauri A.N. Sigler and Leo P. Rogers, Office of the County Attorney BACKGROUND: Virginia Electric and Power Company, doing business as Dominion Virginia Power (Dominion), has requested an underground electric utility easement and communications system easement across County-owned property that is the planned site of the Dulles Town Center Park and Ride Lot, to provide electric and communications services and facilities to serve the property. The easement is necessary to relocate current facilities that will provide service to the site. The property is located between Sully Road (Route 28) and Atlantic Boulevard (Route 1902) in the Broad Run Election District and more particularly described as Tax Map Number /80//38///102/ (PIN # ). The location of the proposed easement has been approved by the Department of Transportation and Capital Infrastructure as shown on the attached plat number entitled Plat to Accompany Right-of-Way Agreement.. A public hearing is not required due to the fact that the Dominion utility service is required for site development and will serve County property. DRAFT MOTION: I move that the Board of Supervisors approve the requested grant of easement to Virginia Electric and Power Company as shown on plat number , and that the Chairman, Vice-Chairman or County Administrator be authorized to execute a Right of Way Agreement or other form of deed of easement acceptable in form to the County Attorney. ATTACHMENT: Dominion plat showing location of property and requested easement.

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9 Date of Meeting: July 1, 2015 e. FY 2016 Funding to Bluemont Concert Series STAFF CONTACTS: Julie Grandfield, Assistant County Administrator Erin McLellan, Budget Office Megan Bourke, Budget Office Beena Chundevalel, Budget Office BACKGROUND: At the June 17 th Board Business Meeting, funding recommendations for non-profit organizations were provided to the Board of Supervisors. A copy of those recommendations is attached. The purpose of this item is to inform the Board of an error that was contained in the recommendations and to offer the Board a draft motion to correct the error. One of the rules of the review process states: New applicants and/or those not recommended in FY 2015 that ranked in the top 33% are recommended for $5,000. New applicants ranked outside the top 33% are not recommended for funding. In the item, it was recommended that Bluemont Concert Series receive $5,000. This was adopted by the Board as part of the larger funding package. Bluemont did not receive funding in FY 2015 and was ranked in the middle 33%. The funding recommendation for FY 2016 should have been $0 (based on the rule above). The following motion will correct this action. DRAFT MOTION: I move that $0 in funding be provided to the Bluemont Concert Series for FY 2016 based on the Board of Supervisors adopted process for funding to non-profit organizations. ATTACHMENT: FY 2016 Funding Recommendations

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15 Date of Meeting: July 1, 2015 f. SECONDARY ROAD ADDITION: BARCLAY RIDGE/ HILLSIDE CIRCLE / AMANDA COURT ELECTION DISTRICT: Blue Ridge STAFF CONTACT: Building and Development: Rick Karle / Director, Mike Seigfried BACKGROUND: Streets being added to the State Secondary System for maintenance are a routine matter unless some unusual problems arise. In this case, a portion of Hillside Circle and all of Amanda Court is ready to be added in a routine manner. DRAFT MOTION: I move that the Board of Supervisors adopt the attached resolution. ATTACHMENTS: 1. Draft resolution, VDOT form AM 4.3, Sketch of streets to be accepted cc: Bond Committee B&D Reading File A:\VDOT&miles accept\bospack\barclayridge 1.BOSMEMO.7/1/2015

16 The Board of Supervisors of Loudoun County, in a regular meeting on the 1 st of July, 2015, adopted the following: R E S O L U T I ON WHEREAS, the streets described in the attached Additions Form AM-4.3 for Barclay Ridge / Hillside Circle / Amanda Court and fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Loudoun County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the street meets the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on May 19, 1993, and was recorded in Deed Book 1233 page 804 for comprehensive storm water detention which applies to this request for addition, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation add the street(s) described in the attached Additions Form AM-4.3 to the secondary system of state highways, pursuant to section of the Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote A Copy Teste: Moved By: Second By: (NAME) (TITLE) Yeas: Nays

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20 Date of Meeting: July 1, 2015 g. SECONDARY ROAD ADDITION: SOUTH RIDING - PINE FOREST DRIVE EXTENSION ELECTION DISTRICT: Dulles STAFF CONTACT: Building and Development: Rick Karle / Director, Mike Seigfried BACKGROUND: Streets being added to the State Secondary System for maintenance are a routine matter unless some unusual problems arise. In this case, a portion of Pine Forest Drive is ready to be added in a routine manner. DRAFT MOTION: I move that the Board of Supervisors adopt the attached resolution. ATTACHMENTS: 1. Draft resolution, VDOT form AM 4.3, Sketch of streets to be accepted cc: Bond Committee B&D Reading File A:\VDOT&miles accept\bospack\southriding/pineforestdr.ext..bosmemo.7/1/2015

21 The Board of Supervisors of Loudoun County, in a regular meeting on the 1 st of July, 2015, adopted the following: R E S O L U T I ON WHEREAS, the streets described in the attached Additions Form AM-4.3 for South Riding - Pine Forest Drive and fully incorporated herein by reference are shown on plats recorded in the Clerk's Office of the Circuit Court of Loudoun County, and WHEREAS, the Resident Engineer for the Virginia Department of Transportation has advised this Board the street meets the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation, and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on May 19, 1993, and was recorded in Deed Book 1233 page 804 for comprehensive storm water detention which applies to this request for addition, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation add the street(s) described in the attached Additions Form AM-4.3 to the secondary system of state highways, pursuant to section of the Code of Virginia, and the Department's Subdivision Street Requirements, and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote A Copy Teste: Moved By: Second By: (NAME) (TITLE) Yeas: Nays

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