TOWNG OF BEDFORD LIFE. LIBERTY. HAPPINESS. Regular Council Meeting AGENDA January 28, 2025 Administrative 7:00 p.m. Approval ofl Minutes Report ofTown Manager Appearance before Council Council Comments Report ofCouncil Committees Revisions to Agenda Public Hearings I-FIN-2-43-1-28 Consent Agenda (roll call) Old Business New Business 2-FIN-2-43-1-28 3-FIN-2-43-1-28 4-FIN-2-43-1-28 5-FIN-2-43-1-28 6-FIN-2-43-1-28 7-FIN-2-43-1-28 8-CC-15-1-1-28 Budget Amendment for FY25 ARPA Rollover Budget Amendment for FY25 ARPA Rollover (roll call) Budget Amendment for Eastlyn Crossing Switch Gear (roll call) Budget Amendment for 12kV Breaker at Centerville (roll call) Budget Amendment for 23kV Breaker at Colton Mill Station (roll call) Personal Property Tax Write-off for 2019 (roll call) Utility Bill Write-offi for 2019 (roll call) Bedford Otter Bus Support for Department ofl Rail and Public Transportation Grant Application - Demonstration Phase 4 (roll call) Note: Work Session starts at 5:00 p.m. in the Conference Room Citizens may watch the meeting in real time via the Town of Bedford Live Stream website: htps/wprx.omtibcecom/Cltownolaedlord The Town will strive to 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. PUBLIC: HEARING NOTICE Notice is hereby given that the Town Council of the Town of Bedford, Virginia, at 7:00 PM on Tuesday, January 28, 2025, will hold aj public hearing at the Council Hall in the Town Municipal Building at 215E. Main Street, Bedford, Virginia, 24523 to considera budget amendment to the Fiscal Year 2025 Adopted Budget for ai rollover of American Rescue Plan Act (ARPA) funding designated for the Bedford Regional Water Authority (BRWA). A copy oft the detailed budget amendment request is available for inspection by the public in the Office of the Clerk of the Town Council, Town Manager's Office, 215 E. Main Street, Bedford, Virginia 24523. TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Budget Amendment for FY25 ARPA Rollover DATE OF COUNCIL MEETING: January 28, 2025 DATE: December 12, 2024 PRESENTATION: On December 1,2021, the' Town ofl Bedford entered into a grant subrecipient agreement with the Bedford Regional Water Authority (BRWA) for pass through funding of $4,500,000. The projects to be completed with this grant funding include the installation oft the Bell Town Road water line, the Helm Street tank replacement, and' Town and Country sewer line repairs. All the projects must be performed and all expenditures made by December 31,2026 per the agreement and federal requirements. At the close of Fiscal Year 2024 (FY24), the remaining balance off funding to be rolled over to FY25 was $3,195,431.88. ACTION REQUESTED: Town Council is requested to approve the below budget amendment which will appropriate budget to the general ledger accounts listed. Budget Entry: Revenue Increase 100091-419212 Expenditure Increase 10088900-557999 ARPA ReliefFunding Water & Sewer ARPA $3,195,432 $3,195,432 YES NO OTHER ROUTING DATE: APPROVED () FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWNATTY. () IT. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC: SERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIRE DEPT. () () () () H.R. () () - ) () () TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Budget Amendment for Eastlyn Crossing Switch Gear DATE OF COUNCIL MEETING: January 28, 2025 DATE: January21,2025 PRESENTATION: obtained. The Electric Department obtained quotes for the Eastlyn Crossing switch gear. Permission was requested to get quotes as the delivery time is now 61 weeks so Council approval is critical. The low bid is $64,069.90 from WESCO (a regular supplier). Three quotes were Council approval is requested as the quotes will expire at the end of the month. ACTION REQUESTED: Town Council is requested to approve the below budget amendment which will appropriate budget to the general ledger accounts listed. Budget Entry: Expenditure Decrease 59989600-590001 Expenditure Increase 59981940-582418 Contingency $64,070 $64,070 Infrastructure Improv & Extend YES NO OTHER ROUTING DATE: APPROVED () FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWNATTY. () I.T. () () () COMM.I DEV. () POLICE () () () ELECTRIC () PUBLIC: SERV. () () () () ENGINEERING () OTHER () () () FINANÇE 0 () FIRE DEPT. () ()() () H.R. () () ) () () TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Budget Amendment for 12kV Breaker at Centerville DATE OF COUNCIL MEETING: January2 28.2025 DATE: January21,2025 PRESENTATION: Existing Condition: The existing Circuit: 21 Breaker at Centerville Stationi isa a General Electric' Type VIBI breaker whichy was installedi in 1979. Itiso controlled by a CO-9 mechanical relay package. The breaker and relay controls are recommended tot bet tested and calibrated every two year at a cost of $2,500.00 pert test. The work was last done in 2007. This circuit feeds Liberty High School and part ofthel North Hills Subdivision. Itis also al back-up circuit for McGhee Street Circuit3 3. Proposed work: Benefits: 1. Replace Circuit 2 General Electric VIBI recloser with an ABB Type RMAG Breaker at a cost of$37,370.75. 1. Increase reliability of service Liberty High School and Polling Location. 2. Reduce Maintenance cost. 3. Provide SCADA monitoring ofe equipment. 1. Move Transformer $10,000.00 2. Test and reconnect Transformer $10,000.00. 3. Purchase new breaker $75,092.00 4. Commissioning ofbreaker $15,000.00 5. Breaker Foundation $12,000.00 6. New bus and supports $55,000.00. 7. Bus work on line side $45,000.00. 8. New Cable and Relay panel $75,000.00. 9. News surge. Arresters $10,000.00. 10. New Load Break switches for 12kV bus. $10,000.00. 11. Engineering Design services $15,000.00. 4. Reduce probability of damage to transformer bank which has an estimated replacement çcost of$500,000.00. Cost of project: Budget Request 2025 Budget Request 2026 Total estimated project cost ACTION REQUESTED: $125,092.00 $207,000.00 $332,092.00 Town Council is requested to approve thel below budget amendment which will appropriate budget tot the general ledger accounts listed. Budget Entry: Expenditure Decrease 59989600-590001 Expenditure Increase 59981940-581483 Contingency $125,092 $125,092 Substation Breaker Replacement YES NO OTHER ROUTING DATE: APPROVED () FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWN ATTY. () LT. () () () COMM. DEV. () POLICE () () () ELECTRIC C) PUBLIC: SERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIREI DEPT. () () () () H.R. () () C) () () TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Budget Amendment for 23kV Breaker at Colton Mill Station DATE OF COUNCIL MEETING: January 28, 2025 DATE: January 21,2025 PRESENTATION: Existing Condition: The existing breaker at Colton Mill Station is a Cooper VSO recloser. This recloser is equipped with a Form 4C control which was installedin in 1998. Itserves the 231 kVI line from Colton Mill Station tot the Snowden Hydro Electric Plant and Penn" Turpin Substation with the connection to the Holcomb Rock Hydro plants. There is currently no spare available for this recloser. 1. Install and new 23 kV ABB type RMAGI recloser and SEL 615 Control. Approximately $42,000.00. Proposed work: Benefits: 1. Provide SCADA monitoring and control. 2. Increase the reliability ofs service to the Big Island Area and Hydro Electric Plants. 3. Reduce probability of damage to transformer bank which) has an estimated replacement cost of$ $500,000.00. Cost of project: I. Move Transformer $10,000.00 2. Test and reconnect Transformer $10,000.00. 3. Purchase new breaker $75,092.00 4. Commissioning ofl breaker $15,000.00 5. Breaker Foundation $12,000.00 6. New bus and supports $55,000.00. 7. Bus work on line side $45,000.00. 8. New Cable and Relay panel $75,000.00. 9. New surge Arresters $10,000.00. 10. New Load Break switches for 121 kV bus. $10,000.00. 11. Engineering Design services $15,000.00. Budget Request 2025 Budget Request 2026 Total estimated project cost ACTION REQUESTED: $125,092.00 $207,000.00 $332,092.00 Town Council is requested to approve thel below budget amendment which will appropriate budget to the general ledger accounts listed. Budget Entry: Expenditure Decrease 59989600-590001 Expenditure Increase 59981940-581483 Contingency $125,092 $125,092 Substation Breaker Replacement YES NO OTHER ROUTING DATE: APPROVED () FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWN ATTY. () IT. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIC SERV. () () () () ENGINEERING ( ) OTHER, () () () FINANCE () () () FIREI DEPT. () () C) () H.R. () () () () TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Personal Property Tax Write-off for 2019 DATE OF COUNCIL MEETING: January 28, 2025 DATE: January 15,2025 PRESENTATION: According to State Code Section 58.1-3940, collection of local personal property taxes is only enforceable for five years following December 31 of the year for which such taxes were assessed. The Treasurer's Office pursues multiple collection methods including reporting accounts to the State Debt Set-Off Program and byi issuing holds through the' Virginia DMV. To conform with the State Code, staffi is requesting for Town Council to approve the wite-offofoustanding 2019 personal property taxes in the amount ofs $506.10.The collection rate for 2019 personal property tax was 99.55%. ACTION REQUESTED: Town Council is requested to approve the Treasurer's Office to write-off: all remaining 2019 personal property bills on the active record. YES NO OTHER ROUTING DATE: APPROVED () FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWN. ATTY. () LT. () () () COMM. DEV. () POLICE () () () ELECTRIC () PUBLIÇS SERV. () () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIRE DEPT. C) () () () H.R. () () ) () () TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Utility Bill Write-off for 2019 DATE OF COUNCIL MEETING: January 28, 2025 DATE: January 17.2025 PRESENTATION: As of December 31, 2024, the electric accounts over five years old and inactive have been deemed unçollectible in the amount of $22,112.56.. Allefforts! havel been made to collect the delinquent electric bills, including submitted them tot the: state debt set offprogram for collection. The delinquent listings area available int the Treasurer's office andy willl be maintained int the eventt thata an opportunity: should arise to collect one oft these outstanding accounts. The collection rate for the 2019 utility bills was 99.91%. ACTION REQUESTED: Town Council is requested to approve the Utility BilingTreasurer's Office to write-off: all 2019 outstanding utility bills on the active record. YES NO OTHER ROUTING DATE: APPROVED C) FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWNATTY. () IT. () () () COMM. DEV. () POLICE () () () ELECTRIC () () () ENGINEERING ( ) OTHER () () () FINANCE () () () FIREI DEPT. () () () () H.R. () () C) () PUBLIC SERV. C) ( () TOWN OF BEDFORD, VIRGINIA TOWN COUNCIL ACTION FORM ITEM: Bedford Otter Bus Support for Department of Rail and Public Transportation Grant Application - Demonstration Phase 4 DATE OF COUNCIL MEETING: January28.2025 DATE: January21,2025 PRESENTATION: The Town was awarded three Demonstration Grants from the' Virginial Department ofRail andl Public" Transportation (DRPT)to operate the Bedford Otter Bus for three years (fiscal years 2023, 2024 and 2025). Thei intent with thel Demonstration Grant projects was to apply for State assistance over three years before considering becoming al Federal transit provideri in the fourthy year. Staffat DRPTI haver now: advised Phase 11 Demo grant provided: service fort three days a week withs sixl hours a day. That grant was closed in November 2023. Phase 21 Demo grant added a day ofs service and went to eight hours each day. Those funds were used through closeout in December 2024. Phase 3 Demo grant was awarded to provide funds from August 2024 through December 2025 for one remaining year of bus operation; this phase is Thel FY23, FY24 and FY25 grant awards from the Statel have paid 80% oft the cost of the public transit service. Thel Bedford Community Health Foundation has paidt thei match of20% for those past and current grants fora at total of$102,569.Thel bus made 3,234 stops in 2022, The current FY26 grant request is to fund ai fourth year ofal Demonstration Grant wherel DRPT would again pay 80% oft the cost and the Foundation would pay 20%i inaproject totaling: an estimated: $193,964 (includes an advertising monitor estimate). Thei intenti ist to continue toj provide public transit access and to engage potential local advertisers that would cover some of the cost of operation to offset the DRPT requires local governments be the applicant for transit projects. The Towni is a pass-through for funding reimbursement from the State back tot the Foundation for match moneyi its spent. The current application requires Council to] provide al letter of commitment fort the local match. This match wouid: still be paid by the Health) Foundation. Council provided letters ofsupport fort the successful! FY23,FY24 that we: should stay in thel Demo program for one more year while their funding streams may bec changing. currently underway. A fare structure was to be added to offset costs of operation. 5,560: stops 2023, and 6,673 stops in calendar year 2024 at 17 locations at no cost to riders. Foundation's209. and FY25 applications. ACTION REQUESTED: The Town Council is requested to provide a letter ofs support for the grant application for the Bedford Otter Bus Demonstration Grant Phase 41 that recognizes commitment of the grant match byt thel Foundation. Attachment: Draft Letter YES NO OTHER ROUTING DATE: APPROVED () FOSTER DENIED DEFERREDTO: EVANS FOREMAN () HAILEY IPPOLITO STANLEY UPDIKE () () () TOWNATTY. C) I.T. () () () COMM. DEV. () POLICE () () () ELECTRIC () () () ENGINEERING ( ) OTHER () () () FINANCE () C) () FIRE DEPT. () () () () H.R. () () () () PUBLICSERV. () ( () TOWN OF 2156 E. MAIN STREET BEDFORD, VA 24523 BEDFORD LIFE. UBERTVA.HAPPINESS. (P)540.587.6001 (F)540.587.6143 DRAFT January 28, 2025 Tiffany Dubinsky Director ofTransit Planning 600 E. Main Street, Suite 2102 Richmond, VA 23219 Virginia Department of Rail and Public Transportation RE: FY26 DRPT Demonstration Project Grant Application - Bedford Otter Bus Phase 4 Dear Ms. Dubinsky, The Town Council ofthe Town of Bedford is pleased toj provide a letter in support of an application fora Virginia Department of Rail and Public Transportation Demonstration Grant for funding of the Bedford Otter Bus. Council understood the grant requests for fiscal years 2023 through 2025 would be part ofa three-year plan. In consultation with staff at DRPT inj preparation for 5311 funding transition, it appears the Otter Bus should continue to work within the Demonstration Grant program to request a fourth The Otter Bus began operating in a successful pilot in September 2021 with funding from the Bedford Community Health Foundation. The operation ofthe bus was partially funded for fiscal years 2023, 2024 and currently in fiscal year 2025 with Demonstration Grant funds to supplement the cost borne by the Foundation. The Otter Bus has continued to gain ridership over the grant years with previously yadded days Where possible, adjustments in the stops and schedule have been made to accommodate other users to grow the ridership. The value ofthe bus to our small town ist the connection it provides residents ofseveral residential complexes to goods and services for food, health and recreation. The transit service provided through the Health Foundation with support from the Town should continue as a public service in partnership with the Foundation. The Town recognizes the commitment ofthe Foundation to provide the Please accept this letter as confirmation of continued support from the Bedford Town Council for an application toi request grant funding through DRPT1 for ai fourth Demonstration Grant fort the Bedford Otter Bus. We thank you for your assistance with the previous three awards and favorable consideration oft this Demonstration Grant. and extended times. 20% match required for the FY26, grant. current request. Sincerely, C.G. Stanley Mayor WWWBEDFORDVAGOV