TOWNG OF  BEDFORD LIFE. LIBERTY. HAPPINESS. Regular Council Meeting AGENDA  June 11,2024 Administrative  7:00 p.m.  Approval ofl Minutes Report ofTown Manager Appearances before Council Council Comments Report of Council Committees Revisions to Agenda  Public Hearings 1-FIN-2-43-6-11  Electric Rate Tariff for FY25  Consent Agenda (roll call) Old Business New Business 2-FIN-2-43-6-11 3-FIN-2-43-6-11 4-FIN-2-43-6-11  Ordinance - Electric Rate Tariff for FY25 (roll call) Adopting an Amendment to thel FY2024 Budget (roll call) Adoption ofl Budget for Fiscal Year 2024-2025 (roll call)  Closed Session pursuant to Section 2.2-3711 (a)(7)oft the Code of Virginia of 1950, as amended, for consultation with legal counsel concerning the Reversion  Agreement  Citizens may watch the meeting in real time via the' Town of Bedford Live Stream website: htps/wwyoumpecomm/Qlownofbsdlord  The Town will: strive 10 provide reasonable accommodations and services for persons who require special assistance to participate in this public involvement opportunity. Contact (540) 587-6001, for more information.    TOWN OF BEDFORD NOTICE OF PUBLIC HEARING TO REVISE ELECTRIC RATE TARIFF  Please be advised that aj public hearing on the tax rates will be held on Tuesday, June 11, 2024, at 7:00 p.m. in the Council Chambers oft the Town of Bedford Municipal Building, located at 215 E. Main Street, Bedford, Virginia, to-wit: to increase the customer charge on all schedules by $5 per month. These charges are revised pursuant to authority granted by Virginia Code $8 15.2-1133, 15.2-2109, and Town Charter $3.A complete Town of Bedford Electric Rate Tariff and the proposed ordinance are available for inspection in the Town Manager's Office located in the Town of] Bedford Municipal Building.  By Order of the Clerk oft the Town Council  Publish:  May 29, 2024 June 5, 2024    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Ordinance Electric Rate' Tariff for FY25 DATE OF COUNCIL MEETING: June 11,2024  DATE: May2 29,2024  PRESENTATION:  The current Electric Rate Tariff, which was adopted in 2016, was reviewed during the Fiscal Year (FY) 2025 Budget process and an inçrease was recommended in order to provide the same level of service in FY2025. Thel Rate Schedules R.S., S.W.S., S.G.S., L.G.S., andI L.C.P.includeass per monthi increasei int the customer charge categoryofthese: schedules. The Towni rates remain low inc comparison with our neighboring utilities. As a part of the rate change process, a Request for Proposals (RFP) has been prepared to procure an independent rate studyt to confirm thatt the Towni rates remain competitive while also providing adequate funding for ongoing personnel, A notice of public hearing regarding the electric rate tariffi increase was published in thel Bedford Bulletin on May 29, 2024 and. June 5,  operating, and capital expenditures.  2024.  ACTION REQUESTED:  Town Council is requested to consider adoption of the ordinance presented.  YES NO OTHER () () () TOWNATTY. () I.T. () () () COMM. DEV. () POLICE () () () ELECTRIC () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIREI DEPT. () () () () H.R.  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () ()  () PUBLIC SERV. ()  () ()    ORDINANCE NO..  ORDINANCE AMENDING THE. ELECTRIC TARIFF OF THE TOWN OF BEDFORD, VIRGINIA, TO INCLUDE A $5 PER MONTH INCREASE TO' THE CUSTOMER CHARGE APPLICABLE TO ALL RATE SCHEDULES EXCLUDING SCHEDULE O.L.  BE IT ORDAINED by the Town Council oft the Town of Bedford, Virginia, as follows: Section 1. The electric tariff oft the Town of Bedford is hereby amended and re-enacted to include changes to customer charges in all schedules. Lighting rates have not increased.  Section 2. The new rate schedules are set forth as follows:  SCHEDULE R.S. (Residential Electric Service)  AVAILABILITY OF SERVICE  Available for full domestic electric service through one: meter to individual residential customers, including rural residential customers engaged principally in agricultural pursuits.  MONTHLY RATE  Customer Charge Energy Charge  $25.00 per month $.094577 per KWH $.078425 per KWH  First 900 KWH All Over 900 KWH  MINIMUM CHARGE  This Schedule is subject to a minimum monthly charge equal tot the Customer Charge.  PAYMENT  Bills are due upon presentation and payable at the main office, or authorized collection agencies, ofthe Town within twenty (20) days of the bill preparation date. A charge of3.0% per month with an minimum penalty amount of$5.00 per month willl be applied to any account balances not received  by the Town by the due date.  TERM  Annual    SPECIAL TERMS AND CONDITIONS See Terms and Conditions of Service.  This Schedule is available to rural domestic customers engaged principally in agricultural pursuits where service is taken through one meter fori residential purposes, as well as for the usual farm uses outside the home, but service under this Schedule shall not be extended to operations of a commercial nature or operations such as processing, preparing or distributing products not raised or produced on the farm, unless such operation is incidental to the usual residential and farm uses. Normally, this Schedule is available for single-phase service only. However, at the Town's option, and subject to the Town's' Terms and Conditions of Service relating to the extension of service, three-phase service may be provided toi individual residences under this Schedule, when all service on such Schedule is taken through one meter and usage is for domestic or agricultural purposes. Where three-phase power service is required and/or where motors or heating equipment are used for commercial or industrial purposes, the applicable power Schedule will apply to such  power: service.  SCHEDULE S.W.S. (Sanctuary Worship Service)  AVAILABILITY OF SERVICE  Available only to the synagogue or church building in which the sanctuary or principal place of worship is located and to all educational buildings which are physically attached by enclosed corridors or hallways to thel buildingi in which the sanctuary or principal place ofv worshipi is located.  MONTHLY RATE  Customer Charge Energy Charge  $25.00 per month $.094577 per KWH $.078425 per KWH  First 900 KWH All Over 9001 KWH  MINIMUM CHARGE  This Schedule is subject to a minimum monthly charge equal to the Customer Charge.  PAYMENT  Bills are due upon presentation and payable at the main office, or authorized collection agencies, oft the City within twenty (20) days oft the bill preparation date. A charge of3.0% per month with aminimum penalty amount of$5.00 per month willl be applied to anyaccount! balances not received  by the Town by the due date.  TERM  Annual    SPECIALTERMS AND CONDITIONS See Terms and Conditions of Service  Auxiliary buildings of church organizations, such as classrooms, day care centers, etc., are not eligible for this rate unless such buildings, including the electrical wiring, are an integral part of  and physiçally attached to the building in which the sanctuary is located. A copy of IRC: 509(a)(1) and/or 170(b)(I)(A)() required.  SCHEDULE S.G.S. (Small General Service)  AVAILABILITY OF SERVICE  Available for small general service customers with normal maximum electrical capacity requirements ofl less than 300 KW per month. When a customer being served under this Schedule establishes or exceeds a normal maximum requirement of 300 KW per month, the customer will  be placed on the appropriate rate Schedule.  MONTHLY RATE  Customer Charge Demand Charge Energy Charge  $35.40 per month  Allover 2.5KWo of Billing Demand $5.93 per KW  All Metered KWH  $0.075308 per KWH  DETERMINATION OF BILLING DEMAND  The billing demand in KW shall be taken each month as the highest registration of a 15-minute demand meter or indicator. Monthly billing demands ofthese customers shall not be less than 60% oft the previous 12-month peak. Monthly billing demands will be rounded to the nearest tenth.  EQUIPMENT SUPPLIED BY CUSTOMER  When the customer owns, operates, and maintains the complete substation equipment, including any and all transformers and/or switches and/or other apparatus necessary for the customer to take his entire service at the primary voltage of the transmission or distribution line from which said customer is to receive service, a credit of$0.30 per KW of monthly billing demand willl be applied  toe each monthly bill. MINIMUM CHARGE  This Schedule is subject to a minimum monthly charge equal to the customer charge, plus such additional charges as are derived from application of the demand charge, energy charge, and, if  applicable, equipment credits.    PAYMENT  Bills are due upon presentation. Any amount due and not received att the main office, or authorized collection agencies, ofthe' Town within twenty (20) days oft thel bill preparation dates shalll bes subject toa delayed payment charge of3.0% with a minimum penalty amount of$5.00 per month.  TERM  Annual  SPECIALTERMS AND CONDITIONS See Terms and Conditions of Service  SCHEDULE L.G.S. (Large General Service)  AVAIBILITY OF SERVICE  Available for large general service. Customers having a capacity of 1001 KW or more.  MONTHLY RATE  Delivery Voltage  120t to 1000 Volts ($) Over 1000 Volts ($)  Customer Charge Demand Charge AIIKWofBilling! Demand Reactive Demand Charge Energy Charge All Metered KWH  $150.00/ month $15.3474/KW $0.040576  $205.00/month $14.4124/KW $0.495872/KVAR $0.040576  All KVAR ofLagging Reactive Demand $0.495872/KVAR  DETERMINATION OF BILLING DEMAND  The billing demand in KW shall be taken each month as the highest 15-minute peak in kilowatts as registered during the month by a demand meter or indiçator. Monthly billing demand established hereunder shall not be less than 60% ofthe previous 12-month peak, nor less than 100 KW. The reactive demand in KVAR shall be taken each month as the highest single 15-minute peak in KVAR as registered during the month by a KVAR meter or indicator. Billing demands shall be  rounded to the nearest one KW and KVAR.  MINIMUM CHARGE  This Schedule is subject to a minimum monthly charge equal to the sum of the customer charge, demand charge, energy charge, and reactive demand charge oft the monthly rate.    PAYMENT  Bills are due upon presentation. Any amount due and not received at the main office, or authorized collection agencies, ofthe' Town within twenty (20) days oft the bill preparation date shall bes subject toa delayed payment charge of3.0% with a minimum penalty amount of $5.00 per month.  TERM  Annual  SPECIAL TERMS AND CONDITIONS See Terms and Conditions of Service  SCHEDULE L.C.P. (Large Capacity Power)  AVAILABILITY OF SERVICE  Available for general service delivered and measured at voltage levels which have been designed as primary distribution, sub-transmission, or transmission voltages for service ini the general area, but not less than 2.41 KV. Customers shall have a capacity of1 1000 KW or more.  MONTHLY RATE  Delivery Voltage  2.4-40KV(S) $505.00/ month $13.96/KW $0.030384/KWH $1.090960/KVAR  Over40KV(S) $1,105.00/month $12.52/KW $0.028566/KWH $1.090960/KVAR  Customer Charge Demand Charge Each KW ofl Monthly Billing Demand Energy Charge Alll Billing KWH Reactive Demand Charge For each KVAR of lagging reactive demand ine excess of 50% ofthe KW monthly billing demand  MEASUREMENT AND DETERMINATION OF DEMAND AND ENERGY  The billing demand in KW: shall be taken each month as the highest single 30-minute peak in KW as registered during the month by a demand meter or indicator, but the monthly billing demand sO established shall in no event be less than 60% of the previous 12-month peak, nor less than 1,000 The reactive demand in KVAR shall be taken each month as the highest single 30-minute peak in Billing KWH shall be metered KWH, except, when the Town elects to measure energy at the secondary side of transformers owned by the customer, billing KWH shall be metered KWH  KW.  KVAR as registered during the month by al KVAR meter ori indicator.    multiplied by 1.04, billing KW shall be metered KW multiplied by 1.04, billing KVAR shall be  metered KVAR: multiplied by 1.04.  MINIMUM CHARGE  This Schedule is subject to a minimum monthly charge equal to the sum of the customer charge, demand charge, energy charge, and reactive demand charge oft the monthly rate.  PAYMENT  Bills are due upon presentation. Any amount due and not received at the main office, or authorized collection agencies, ofthe Town within twenty (20) days oft thel bill preparation dates shall be subject toad delayed payment charge of3.0 % with ai minimum penalty amount of$5.00 per month.  TERM OF CONTRACT Annual  SPECIAL TERMS AND CONDITIONS See Terms and Conditions of Service  SCHEDULE O.L. (Outdoor Lighting)  AVAILABILITY OF SERVICE  Available for outdoor lighting to individual customers and municipal street lighting systems.  MONTHLY RATE  Overhead Lighting Service  A. For each 175 w MV/100 w HPS $17.22 per month For each 250 wl MV/150 w HPS $22.34 per month For each 400 wl MV/250 w HPS $27.66 per month  The Town will provide lamp, photo-electric relay control equipment, luminaire and upsweep arm, and shall mount same on an existing pole. Ifai new pole which can be connected to existing secondary circuits by one span of not over 1501 feet is installed by the Town at the customer's  request, the customer will pay an installation charge of $100.00.  B.  When newi facilities, in addition to those specified in Paragraph A are to be installed by the' Town, the customer will, in addition to the above monthly charge, pay in advance the  installation cost of such additional facilities.    PAYMENT  For all Residential customers with outdoor lights, bills are due upon presentation and payable at the main office or authorized collection agencies, of the Town within twenty (20) days oft the bill preparation date. A charge of3.0% per month with a minimum penalty amount of $5.00 per month will be applied to any account balances not received by the Town by the due date. For all other customers with outdoor lights, bills are due upon presentation. Any amount due and not received at the main office, or authorized collection agencies oft the Town, within twenty (20) days oft the bill preparation date shall bes subject to a delayed payment charge of3.0% witha a  minimum penalty amount of $5.00 per month.  HOURS OF LIGHTING  All lamps shall burn from one-halfhour after sunset until one-halfhour before: sunrise, every  night and all night, burning approximately 4,000 hours per annum.  OWNERSHIP OF FACILITIES  All facilities necessary for service, including fixtures, controls, poles, transformers, secondaries, lamps and other appurtenances, shalll be owned and maintained by the' Town. All service and necessary maintenance will be performed only during the regular scheduled working hours oft the Town. The Town shall be allowed 48 hours after notification by the customer to replace all  burned-out lamps. TERM OF CONTRACT  For residential or farm customers - one year. For commercial or general service customers = three years.    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Adopting an Amendment to the FY2024 Budget DATE OF COUNCIL MEETING: June 11,2024  DATE: May 23. 2024  PRESENTATION:  At thee end ofthef fiscal year, certain organization account codes in the general ledger oft the governmental fund are expended beyond the current budget appropriation, while other organization account codes have unspent budget appropriation that is available for use. In order tol balance the budget with the actual expenditures, ab budget transfer to organization codes that! have or are forecasted tol have non- favorable balances is requested. The auditors review budget to actual variances in Exhibit 7 of the Annual Comprehensive Financial Report(ACFR), ande expenditures beyond budget appropriations by function cani resulti ina an audit comment. Staffforecasts expenditures,  as best as possible, to stay in compliance with this requirement.  ACTION REQUESTED:  Town Council is requested to approve the attached amendment which will appropriate budget funding and transfer existing funding to  organization codes requiring additional funding.  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. C) I.T. () () () COMM. DEV. () POLICE () () () ELECTRIC () () () ENGINEERING ( ) OTHER C) () () FINANCE () () () FIRE DEPT. () () () () H.R.  - ) )  () PUBLIC SERV. ()  ( ) ()    10- GENERAL FUND 100011-412302 100011-412402 100011-412901 100011-415102 100011-416904 100012-415203 100033-433169 100091-419204 100032-414101 100043-424301 100072-418912 100091-441499 10011222-536000 10011261-555002 10044133-530170 10044121-511000 10044121-521000 10044121-522100 10044121-523000 10011110-560143 10011120-511000 10011120-521000 10011130-531315 10011220-531500 10011221-531500 10011224-531200 10011242-511000 10011242-521000 10011242-533103 10011260-536100 10033210-552300 10033420-531404 10044115-533103 10044120-511000 10044120-560080 10044121-560172 10044131-560195 10044320-560083 10044340-560050 10044340-581136 10044350-511000 10044350-512000 10044350-521000 10088110-555000 10088140-555000 10099140-590001 10099600-592001 10099600-592003 10099600-592016 10099600-592022  FROM: 135,000 107,000 120,000 130,000 10,000 7,000 2,311 6,895  TO:  Retail Sales Bank Franchise Tax Meals Tax Interest on Investments Proceeds- Sale of Assets Rental Leased Property DCISTDO/EDO Reimb. Recoveries & Rebates Court Fines &F Forfeitures Street & Highway Maintenance Grave/Monument. Service Charge Non Dept: PY Fund Balance Personnel: Advertising Training- Town Wide Snow & Ice Removal: Materials & Supplies VDOT: Compensation VDOT:F FICA VDOT: VRS-F Retirement VDOT: Hospital Insurance Town Council: Miscellaneous Expense Clerk of Council: Compensation Clerk of Council: FICA Other Legislative: Codification of Ordinance Other Legal Services: Legal Services Town Attorney: Lega! Services Independent. Auditor: Auditing! Services Finance Department: Compensation Finance Department: FICA Finance Department: Software/Mardware Other Gen & Fin. Admin.: General Advertising Fire Department: Communications Community Development: Professional Services General Engineering: Software/Hardware Highways, Sts, Bridges: compensation Highways, Sts, Bridges: Fuel VDOT: Sidewalks Storm Drainage: Storm Drainage Project General Properties: Cemeteries Maintenance Municipal Building: Janitorial Supplies Municipal Building: Generator Maint. Motor Vehicles: Compensation Maint. Motor Vehicles: Overtime Maint. Motor Vehicles: FICA Planning: Training Expense Zoning Board: Training Expense Other NonDepartmental: Contingency Transfers: Transfer to Solid Wastel Fund Transfers: Transfer tol Electric Fund Transfers: Transfer to General Cap Proj. Transfers: Transferi to EDA  27,500 141,330 3,920 95,000  10,000 5,500 18,000 75,000 5,738 20,000 15,000  4,577 2,700 207 4,165 9,478 20,000 3,100 7,000 536 7,000 3,500 10,159 38,423 6,625 58,700 10,000 40,000 8,100 6,195 1,100 558 100,000 978 78,712 10,741 700,304  2,500 7,000 3,000 1,000 500 18,860  700,304    40-RESTRICTED FUND 400091-419207 40033110-560109 50-GENERAL CAPITAL PROJECTSFUND 500091-451111 50033110-581500 50033110-582950  FROM: 8,400 8,400 FROM: 78,712 78,712  TO: 8,400 8,400 TO: 17,652 61,060 78,712  Recovered Costs-Police Department Police Dept.: Police Donation Expenditures  Transfer In- General Fund Police! Dept.: Vehicle Replacement Police Dept..: Public Safety Building    TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM  ITEM: Adoption of Budget for Fiscal Year 2024-2025 DATE OF COUNCIL MEETING: June 11,2024  DATE: May 292024  PRESENTATION:  The Fiscal Year (FY)2024-2025 Proposed Budget was presented to' Town Council on March 26, 2024. The Town Council held budget work sessions on April 20, 2024, April 23, 2024, and May 7,2024. After input from the work sessions, the FY: 2024-2025 Budget has been revised to reflect the recommendations of Town Council. A notice of Public Hearing was advertised in thel Bedford Bulletin on May 1,2024, and the Public Hearing was held on May 14,2024. Thel FY: 2024-2025 Budget summary is included below:  General Fund Solid Waste Fund Electric Fund Public Safety Training Center Restricted Fund General Fund Capital Projects Electric Fund Capital Projects Revolving Loan Fund Total Alll Funds  $11,153,371 966,107 24,003,962 24,914 12,000 205,819 1,047,008 2,314 $37,415,495  Section 58.1-3005 of the Code of Virginia of 1950, as amended, requires that Council shall, on a regular basis, make an appropriation off funds for expenditure by the Town. The attached ordinance directs that thei funds as set out in thel budget for Fiscal Year 2024-2025 be appropriated and set aside to the appropriate funds, and authorizes the Town Manager to expend the funds in accordance with said budget and in accordance with prior appropriations. The ordinance denoting the original appropriations has been posted in accordance  with $2-54 oft the" Town Code. ACTION REQUESTED:  Town Council is requested to adopt thel budget for Fiscal Year 2024-2025 and approving the ordinance appropriating funds.  YES NO OTHER  ROUTING  DATE: APPROVED () FOREMAN DENIED DEFERREDTO:  BLACK CARSON () HAILEY JOHANNESSEN STANLEY UPDIKE  () () () TOWNATTY. () I.T. () () () COMM.DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () () ENGINEERING () OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R.  () () )  () ()    ORDINANCE NO.  AN ORDINANCE DIRECTING THE APPROPRIATION OF FUNDS FOR THE FISCAL YEAR BEGINNINGJULY1,04  BE IT ORDAINED that the Town Council of the Town of Bedford, Virginia, hereby directs that the funds as set out in the budget for Fiscal Year 2024-2025 for the Town of Bedford are appropriated and set aside to the funds as shown below, and that the Town Manager is authorized to expend the funds in accordance with said adopted budget  and in accordance with prior appropriations.  Fiscal Year 2024-2025 Budget Appropriation Detail:  Revenues General Fund Solid Waste Fund Electric Fund Public Safety Training Center Restricted Fund General Fund Capital Projects Electric Fund Capital Projects Revolving Loan Fund Total Revenues Expenditures General Fund Legislative General & Financial Administration Public Safety Public Works Community Development Other Non-departmental Debt Service Transfers to Other Funds Total General Fund Solid Waste Fund General Administration Refuse Collection Refuse Disposal Debt Service Transfer to Other Funds  Total $11,153,371 966,107 24,003,962 24,914 12,000 205,819 1,047,008 2,314 $37,415,495  $77,489 1,167,022 3,858,170 4,269,342 504,882 10,250 867,940 398,276 $11,153,371 $70,154 262,705 538,491 94,757 $966,107  Total Solid Waste Fund    Electric Fund Supervision & Engineering Power Generation Purchased Power Transmission - Substation Transmission - Distribution Lines Maintenance Street Lines Maintenance Meters Distribution Transformers Meter Reading Right of Way Crew Debt Service Contingency Transfers  $2,117,514 399,410 15,795,712 81,000 1,820,615 14,500 20,000 49,000 82,715 556,101 1,196,065 40,342 1,830,988 $24,003,962 $24,914 $24,914 $12,000 $12,000 $205,819 $205,819 $1,047,008 $1,047,008 $2,314 $2,314 $37,415,495  Total Electric Fund Public Safety Training Center Personnel and Operations Restricted. Fund Police Department Expenditures Total Restricted Fund General Fund Capital Projects Capital Outlay  Total Public Safety Training Center  Total General Fund Capital Projects  Electric Fund Capital Projects Capital Outlay Revolving Loan Fund Contingency  Total Electric Fund Capital Projects  Total Revolving Loan Fund Total Expenditures, All Funds