City Council

314 Mill Street PO BOX 195 TOWN OF OCCOQUAN Occoquan, VA 22125 (703) 491-1918 Circa 1734 ● Chartered 1804 ● Incorporated 1874 www.OccoquanVA.gov info@occoquanva.gov Occoquan Town Council Work Session Meeting January 16, 2018 | 7:00 p.m. 1. Call to Order 2. Regular Items a. Treasurer’s Report – FY 2018 1st Quarter Report b. FY 2019 Budget Work Session c. Stormwater Management Program d. VFW Military Veteran Tribute Banner Program e. Arts and Crafts Show - Sponsorship Program/Service Vendors 3. Adjournment Portions of this meeting may be held in closed session pursuant to the Virginia Freedom of Information Act. A copy of this agenda with supporting documents is available online at www.occoquanva.gov.  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 2. Work Session Regular Agenda Meeting Date: January 16, 2018 2 A: FY 2018 1st Quarter Report Explanation and Summary: The first quarter financial report (July-September) of Fiscal Year (FY) 2018 will be presented. Attachments: (1) FY 2018 1st Quarter Financial Report  TOWN OF OCCOQUAN FINANCIAL REPORT AS OF 9/30/2017 Draft Unaudited YTD Draft As of 6/30/17 Income/(Loss) FY18 As of 9/30/17 30000 · Restricted-Mamie Davis Fund 100,000 - 100,000 30010 · Operating Reserve 200,000 - 200,000 30020 · Unrestricted Retained Earnings 5,953 (34,388) (28,435) 30030 · Temp. Restricted - CS 277,065 63,682 340,747 30040 · Temporarily Restricted - CIP 121,878 (25,720) 96,158 30050 · Temporarily Restricted - MDP 6,218 (3,049) 3,169 30060 · Temp. Restricted - PS Grant 23,424 - 23,424 30070 · Temporarily Restricted - PEG 491 - 491 735,029 525 735,554  TOWN OF OCCOQUAN Balance Sheet Previous Year Comparison As of September 30, 2017 Sep 30, 17 Sep 30, 16 $ Change % Change ASSETS Current Assets Checking/Savings 10001 · Petty Cash 100 340 (240) -71% 10020 · Operating Account - Payroll 1,410 5,490 (4,080) -74% 10021 · Operating Account 58,857 101,432 (42,575) -42% 10030 · Craft Show - Checking 142,746 18,692 124,054 664% 10031 · Craft Show - MM/CD 200,000 200,000 - 0% 10032 · Craft Show - MM 154,664 208,349 (53,685) -26% 10033 · Craft Show - Paypal 75 150 (75) -50% 10034 · Craft Show - Investment Pool 101,813 101,463 350 0% 10080 · Mamie Davis - Checking 4,633 4,034 599 15% 10081 · Mamie Davis - MM/CD 100,000 100,000 - 0% 10090 · Bricks Account - 5,614 (5,614) -100% 10092 · Bricks MM 6,910 - 6,910 100% Total Checking/Savings 771,206 745,564 25,642 3% Accounts Receivable 10180 · Accounts Receivable 32,599 122,009 (89,410) -73% 10190 · Real Estate Receivable 12,023 1,553 10,470 674% 10200 · Sales Tax Receivable 2,126 2,024 102 5% 10210 · Health Insurance Receivable 884 - 884 100% 10240 · Craft Show Receivable 9,947 (875) 10,822 1,237% 10250 · Engineering Receivable 2,491 1,858 633 34% 10260 · Building Official Receivable 1,763 205 1,558 760% 10270 · BPOL Receivable 223 103 120 117% Total Accounts Receivable 62,054 126,877 (64,823) -51% Other Current Assets 10290 · Inventory 1,737 1,746 (9) -0% 10300 · Roof Permit Receivable 2,435 - 2,435 100% 11000 · Prepaid Expenses 5,761 12,390 (6,629) -54% 12000 · Property Deposit 786 - 786 100% 14990 · Undeposited Funds (2,644) 1,240 (3,884) -313% Total Other Current Assets 8,074 15,376 (7,302) -47% Total Current Assets 841,335 887,817 (46,482) -5% TOTAL ASSETS 841,335 887,817 (46,482) -5% LIABILITIES & EQUITY Liabilities Current Liabilities Total Accounts Payable 172,996 118,414 54,582 46% Total Credit Cards 3,025 4,418 (1,393) -32% Other Current Liabilities 20930 · Security Deposit - 1,500 (1,500) -100%  TOWN OF OCCOQUAN Balance Sheet Previous Year Comparison As of September 30, 2017 20935 · Performance Bond 9,988 4,126 5,862 142% 20940 · Unearned Craft Show Revenue 8,500 6,500 2,000 31% 20960 · Unearned Other Revenue 20962 · Auto Decals 2,452 44 2,408 5,473% 20970 · Rental 500 700 (200) -29% 20971 · Unearned Building Official 2,915 7,365 (4,450) -60% 20960 · Unearned Other Revenue - Other 200 - 200 100% Total 20960 · Unearned Other Revenue 6,067 8,109 (2,042) -25% 20980 · Unearned R.E. Tax - 127 (127) -100% 21200 · Payroll Liabilities 9,399 5,212 4,187 80% Total Other Current Liabilities 33,954 25,574 8,380 33% Total Current Liabilities 209,975 148,406 61,569 41% Total Liabilities 209,975 148,406 61,569 41% Equity 30000 · Restricted-Mamie Davis Fund 100,000 100,000 - 0% 30010 · Operating Reserve 200,000 200,000 - 0% 30020 · Unrestricted Retained Earnings (176,694) (95,993) (80,701) -84% 30030 · Temp. Restricted - CS 143,223 143,223 - 0% 30040 · Temporarily Restricted - CIP 337,000 337,000 - 0% 30050 · Temporarily Restricted - MDP 3,673 3,673 - 0% 30060 · Temp. Restricted - PS Grant 23,424 23,424 - 0% 30070 · Temporarily Restricted - PEG 209 209 - 0% Net Income 525 27,873 (27,348) -98% Total Equity 631,360 739,409 (108,049) -15% TOTAL LIABILITIES & EQUITY 841,335 887,815 (46,480) -5%  TOWN OF OCCOQUAN Profit Loss vs. Budget July 2017 through September 2017 Jul - Sep 17 Budget $ Over Budget % Over Budget Ordinary Income/Expense Income 40000 · TAXES 40010 · Real Estate 963 - 963 100% 40020 · Meals Tax 62,440 55,653 6,787 12% 40030 · Sales Tax 6,558 6,375 183 3% 40040 · Utility Tax 7,571 8,125 (554) -7% 40050 · Communications Tax 14,302 11,000 3,302 30% 40060 · Transient Lodging Tax 575 - 575 100% Total 40000 · TAXES 92,410 81,153 11,257 14% 41000 · FEES/LICENSES 41010 · Auto Decals 121 - 121 100% 41020 · Business Licenses 9,310 - 9,310 100% 41030 · Late Fees 1,758 625 1,133 181% 41040 · Fines - Public Safety 12,580 6,000 6,580 110% 41050 · Architectural Review Board Fees 30 13 17 131% 41060 · Precious Metal License - 200 (200) -100% 41070 · ATM Fees 980 750 230 31% 41080 · Dock Fees 287 875 (588) -67% 41090 · Engineering Fees - - - 0% 41100 · Administrative Fees 775 500 275 55% 41110 · Services Revenue- Bldg Official 11,665 5,000 6,665 133% 41120 · Service Revenue - Engineering 5,398 500 4,898 980% 41130 · Service Revenue - Legal 1,215 - 1,215 100% 41140 · Services Revenue - Landscaping 90 - 90 100% Total 41000 · FEES/LICENSES 44,209 14,463 29,746 206% 42000 · GRANTS 42010 · Litter Grant - 1,050 (1,050) -100% 42020 · Public Safety (HB 599) 5,496 5,496 - 0% 42060 · (VML) - 500 (500) -100% Total 42000 · GRANTS 5,496 7,046 (1,550) -22% 43000 · RENTALS 43010 · Town Hall - 125 (125) -100% 43020 · River Mill Park - 500 (500) -100% Total 43000 · RENTALS - 625 (625) -100% 44000 · OTHER 44010 · General Fund Interest 14 30 (16) -52% 44020 · Craft Show Interest - 750 (750) -100% 44030 · Mamie Davis Park Interest - 150 (150) -100% 44040 · Bricks Revenue 100 1,000 (900) -90% 44050 · General Fund - Sponsorships 1,985 1,250 735 59% 44060 · Other 25 125 (100) -80% Total 44000 · OTHER 2,125 3,305 (1,180) -36% Total Income 144,238 106,592 37,646 35% Page 4 of 6  TOWN OF OCCOQUAN Profit Loss vs. Budget July 2017 through September 2017 Expense 60000 · PERSONNEL SERVICES 81,790 96,128 (14,338) -15% 60400 · PROFESSIONAL SERVICES 60410 · Building Official Services 60415 · Services Expense-Bldg Official 4,275 6,250 (1,975) -32% 60410 · Building Official Services - Other 380 - 380 100% Total 60410 · Building Official Services 4,655 6,250 (1,595) -26% 60420 · Consulting - 60430 · Zoning and Engineering Services 60435 · Services Expense - Engineering 2,444 12,500 (10,056) -80% 60430 · Zoning and Engineering Services - Other 5,127 - 5,127 100% Total 60430 · Zoning and Engineering Services 7,570 12,500 (4,930) -39% Total 60440 · Legal Services 17,286 12,500 4,786 38% 60450 · Audit Services - 2,625 (2,625) -100% 60460 · Payroll Processing 360 150 210 140% 60470 · Bank Charges 98 25 73 291% Total 60400 · PROFESSIONAL SERVICES 29,970 34,050 (4,080) -12% Total 60800 · INFORMATION TECHNOLOGY SERVICES 2,106 1,729 377 22% Total 61200 · MATERIALS AND SUPPLIES 1,754 3,550 (1,796) -51% Total 61600 · OPERATIONAL SERVICES 1,300 2,138 (838) -39% Total 62000 · CONTRACTS 16,437 30,125 (13,688) -45% Total 62400 · INSURANCE 5,465 3,930 1,535 39% Total 62800 · PUBLIC INFORMATION 1,480 812 668 82% Total 63200 · ADVERTISING 3,819 7,500 (3,681) -49% Total 63600 · TRAINING AND TRAVEL 3,942 3,775 167 4% Total 64000 · VEHICLES AND EQUIPMENT 1,864 3,338 (1,474) -44% Total 64400 · SEASONAL - 1,125 (1,125) -100% Total 64800 · TOWN HALL 3,817 2,567 1,250 49% Total 65200 · MILL HOUSE MUSEUM 6,075 1,685 4,390 261% Total 65600 · VISITORS CENTER 45 125 (80) -64% Total 66000 · MAINTENANCE YARD (Commerce) 954 560 394 70% Total 66400 · MILL STREET STORAGE FACILITY 33 63 (30) -48% Total 66800 · RIVER MILL PARK & FACILITY 7,112 5,923 1,189 20% Total 67200 · MAMIE DAVIS PARK 1,525 1,325 200 15% Total 67600 · TANYARD HILL ROAD PARK - 200 (200) -100% Total 68000 · FURNACE BRANCH PARK - 125 (125) -100% Total 68400 · STREETS AND SIDEWALKS - 350 (350) -100% Total 68800 · HISTORIC DISTRICT 5,912 2,603 3,309 127% Total 69200 · SPECIAL EVENTS 3,211 2,750 461 17% Total 69600 · PUBLIC DOCK 15 - - 0% Total Expense 178,626 206,476 (27,850) -13% General Fund Net Income (34,388) (206,476) 172,088 -83% Page 5 of 6  TOWN OF OCCOQUAN Profit Loss vs. Budget July 2017 through September 2017 CRAFT SHOW FUND Jul - Sep 17 Budget $ Over Budget % Over Budget Income 112,451 103,946 8,505 8% Expense 48,770 27,030 21,740 80% Total Net Income 63,682 76,916 (13,234) -17% MAMIE DAVIS PARK FU Jul - Sep 17 Budget $ Over Budget % Over Budget Income 951 1,025 (74) -7% Expense 4,000 500 3,500 700% Total Net Income (3,049) 525 (3,574) -681% PEG FUND Jul - Sep 17 Budget $ Over Budget % Over Budget Income - - - 0% Expense - - - 0% Total Net Inc - - - 0% CIP FUND Jul - Sep 17 Budget $ Over Budget % Over Budget 70003 · Street Maintenance & Curb Striping 6,216 5,750 466 8% 70005 · Building Maintenance - 625 (625) -100% 70006 · Stormwater Management - 1,250 (1,250) -100% 70008 · Trash/Recycling Containers - 2,750 (2,750) -100% 70009 · Town Hall Renovations - 3,750 (3,750) -100% 70010 · Annex Property Imrov - - - 0% 70012 · Gas Light Replacement - 2,500 (2,500) -100% 70014 · Parking/Traffic Study 215 - 215 100% 70017 · Community Planning Project - 6,250 (6,250) -100% 70019 · Jennings Property 132 - 132 100% 72001 · Tanyard Hill - 625 (625) -100% 72003 · River Park Project - 1,250 (1,250) -100% 72004 · Canoe/Kayak Ramp 900 35,000 (34,100) -97% 72006 Riverwalk Boardwalk/Town Dock - 2,500 (2,500) -100% 74002 · In-Vehicle Laptop Replacement - 625 (625) -100% 74003 · Body Armor 1,777 4,000 (2,223) -56% 76001 · Computer Upgrades - 2,500 (2,500) -100% 76006 · Document Management System - 1,250 (1,250) -100% 78002 · Town Code Recodification 1,378 2,500 (1,122) -45% 78005 · Office Equipment Replacement - 1,500 (1,500) -100% 78006 · Zoning & Subdivision Update 15,102 - 15,102 100% Total CIP - 70000 EXPENSE 25,720 74,625 (48,905) -66% Total Net Income/Loss (All Funds) 525 (176,130) 229,424 -130% Page 6 of 6  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 2. Work Session Regular Agenda Meeting Date: January 16, 2018 2 B: FY 2019 Budget Work Session Explanation and Summary: This is the first of three scheduled work sessions to discuss the proposed Fiscal Year 2019 Budget and Capital Improvement Plan. The proposed budget will be published by March 23, 2018, and a public hearing on the budget will be held on April 3, 2018, and a public hearing on the proposed tax rates will be on April 24, 2018. The budget and tax rates are scheduled for adoption during the May 1, 2018 meeting. BUDGET SCHEDULE Town Council Budget Work Tuesday, January 16, 2018 7:00 p.m. Session Town Council Budget Work Tuesday, February 20, 2018 7:00 p.m. Session Town Council Budget Work After Regular Tuesday, March 6, 2018 Session (if needed) Meeting Proposed FY19 Budget Submitted Friday, March 23, 2018 COB to Council, Available to Public Public Hearing: Proposed FY19 Tuesday, April 3, 2018 7:00 p.m. Budget Public Hearing: Proposed FY19 Tax Tuesday, April 24, 2018 7:00 p.m. Rates Adoption of FY19 Tax Rates and Wednesday, May 1, 2018 7:00 p.m. Budget Attachments: (1) FY 2019 Proposed Budget Presentation #1  1/12/2018 FY 2019 Proposed Budget TOWN OF OCCOQUAN JANUARY 16, 2018 November 21, 2017 – Priorities Discussion  January 16, 2018 – Budget Work Session #1  February 20, 2018 – Budget Work Session #2  March 6, 2018 – Budget Work Session #3 (if needed)  April 3, 2018 – Public Hearing on Proposed Budget  April 24, 2018 – Public Hearing on Proposed Tax Rates  May 1, 2018 – Adoption of FY2019 Tax Rates and Budget  July 27, 2018 – Submission of Budget to GFOA 1  1/12/2018 Town Council identified six goals during the FY 2016 budget process and amended the goals during the November 2018 work session. (Listed in ABC order.) • Community Development and Programming • Historic Preservation and Town Appearance • Parking Management • Pedestrian Safety and Access • Public Safety • Riverwalk and Usages • Stormwater Management YEAR 1 – 3, Activities YEAR 4, FY 2019 Initiatives • Completed River Mill Park and implemented • Continue to hold quarterly business meetings summer concert series, Halloween kids event with the business community and develop communications/marketing plan • Participated in WinterFest, tree lighting ceremony, town blessing • Work with PWC Tourism on promoting Occoquan business district; support Visitor • Established Business and Community E- Center operations Newsletters • Continue to meet with HOAs on an annual basis • Held semi-annual arts and crafts shows • Contract and build ADA Kayak and Canoe ramp • Initiated Town/Business Quarterly meetings to encourage collaboration and promotion of the • Hold and improve on semi-annual arts and crafts business community shows; evaluate program • Designated Best Tourist Destination and Best • Expand concert series with movies, additional Community Event in PWC, 2015 - 2017 programming at River Mill Park 2  1/12/2018 YEAR 1 - 3, Activities YEAR 4, FY 2019 Initiatives • Installed updated LOVE sign at River Mill Park and • Work with Prince William County to enforce property included on Virginia Tourism’s LOVE map maintenance code and continue to enforce zoning • Replaced Town Hall Roof, completed office renovations and regulations related to property appearance and refuse exterior paint storage and enforce illegal sign removal in right-of- • Installed Phase I of refuse container replacement project ways (pending) • Continue to research Town’s participation as a Main • Landscaping contract included year-round services Street Community; application in 2019 including tree maintenance and leaf removal • Historic District refuse container replacement, Phase II • Mamie Davis Park and boardwalk, River Mill Park and Rt 123 bridge parking lot part of KPWB Adopt-A-Spot program • Continue to partner with Eagle Scouts on community • Partnered with Eagle Scouts to repair town boardwalk, projects install a garden and trash enclosure at Town Hall, sign and • Continue to participate in town-wide cleanup events benches at River Mill park, benches and pads at Town Hall throughout the year and bench pad replacement at Mamie Davis Park • Designated as Tree City USA by Arbor Day • Replaced old/damaged signage throughout town Foundation • Performed annual maintenance on public gaslights YEAR 1 – 3, Activities YEAR 4, FY 2019 Initiatives • Conducted parking and traffic study • Work with property owners to increase parking opportunities and knowledge of • Investigated additional parking availability of parking opportunities under Route 123 bridge • Investigate street widening opportunities • Restriped parking lines throughout town, on Commerce Street defined parking areas on Mill and Union Streets • Repaved and striped public parking at the corner of Washington/Commerce Streets (pending) 3  1/12/2018 YEAR 1 – 3, Activities YEAR 4, FY 2019 Initiatives • Applied for VDOT grant to upgrade intersections at • Coordinate with VDOT regarding cut-through Ellicott/Mill and Washington/Mill; FY19 funding traffic patterns pending • Public Safety implemented stop sign enforcement • Coordinate with Prince William County as program; increased enforcement stakeholder on County’s Old Bridge • Completed Comprehensive Plan Update to include intersection safety study transportation map • If awarded grant, install ADA ramp upgrades • Completed installation of Washington Street sidewalk at identified intersections on Mill Street project • Develop Community Plan to include • Repaired significant sidewalk issues on Mill and Union pedestrian and vehicle circuits, street scape Streets; repaired Mamie Davis Park brickwork after vehicular accident improvements, parking adjustments (FY2020) • Re-painted yellow curbing in 2015, 2018 (pending) • Continue to repair current brick sidewalks • Conducted two speed studies on Washington Street with • Implement pedestrian safety program PWC; resulted in installation of secondary crosswalk on Washington Street YEAR 1 – 3, Activities YEAR 4, FY 2019 Initiatives • Updated General Orders • Implement ‘calls for service’ policing structure as • Successfully transitioned between retiring Chief of part of FY2019 budget Police and Interim Chief of Police during hiring process for permanent replacement • Continue to perform enforcement activities in support of goals set by the Town Council in 2016 • Increased patrol hours and enforcement actions in support of departmental goals set by the Town • Increase auxiliary program for use during special Council in 2016: (1) protection of private property, (2) events and to decrease cost of arts and crafts show improvement of pedestrian safety, (3) increased public safety patrol hours including nights and weekends, (4) • Apply for DMV grant for “Aggressive Driving and prioritize community meetings outside of town, (5) Speeding” and “Pedestrian and Bicycle Safety” update department policies. grants • Performed an assessment of the police department to identify community and departmental needs • Expanded Auxiliary officer program to support public safety operations 4  1/12/2018 YEAR 1 – 3, Activities YEAR 4, FY 2019 Initiatives • Installed lighting plan along public • Identify CIP plan to update docking boardwalk section (pending) configuration, electric and water connections • Opened boardwalk section behind Gaslight Landing project to the public • Install camera system • Major repairs to boardwalk through • Continue to work with property owners Comcast Cares Day and Eagle Scout to encourage easement allowance to build project the continuation of the boardwalk to River Mill Park • Implemented revised dock usage fees • Onboard Dock Master position during peak season to monitor dock usage, collect fees and make minor repairs YEAR 1 – 3, Activities YEAR 4 – FY 2019 Initiatives • VDOT replaced drainage barrier on • Map current BMPs and Stormwater Ballywhack Creek on Union Street management facilities • PWC completed repairs to Pond 28 BMP • Track maintenance of all BMPs within the in August 2016 Town • Town Manager participated in Certified • Identify cost required to buy-in to PWC’s Floodplain Manager training program, Stormwater management program CFM (January 2016) 5  1/12/2018 • Began document management process, • Replaced aging Town Hall sound system conversion to electronic documents • Completed staff reorganization • Completed update to zoning and • Received GFOA Distinguished Budget subdivision ordinances Award for FY2018 Approved Budget • Completed recodification of the Town Document (3rd consecutive year) Code and online management of Code (pending) TOWN OF OCCOQUAN PRINCE WILLIAM COUNTY Population: 1,061* Population: 455,210* Median Age: 42 Years^ Median Age: 34.4 Years^ Median Household Income: $82,396 Median Household Income: $98,514 Median Home Value: $320,900 Median Home Value: $323,400 Total Housing: 519 units^ Total Housing Units: 144,314^ High School Graduate or Higher: 98.8% High School Graduate or Higher: 89.6% Bachelors or Higher: 55.1% Bachelors or Higher: 38.1% *American Fact Finder, 2016 Population Estimate ^2012-2016 American Community Survey, 5-Year Estimates 2010-2014 American Community Survey, 5-Year Estimates 6  1/12/2018 • Trash and Recycling Collection • Recreation Programming: Parks, Community Events, Annual Arts • Infrastructure Maintenance: Town and Crafts Shows Streets, Brick Sidewalks, Public Parking Lots • Historic District Maintenance: Gas Lights, Public Refuse Receptacles, • Public Building Maintenance and Street Sweeping, Street Tree Improvements Maintenance, Parks • Parks Maintenance and • Zoning and Engineering Services Improvements • Public Safety Services • Stormwater Management 1200 1061 1025 995 1000 934 800 751 600 400 359 241 200 0 1980 1990 2000 2010 2013 2015 2016 7  1/12/2018 • Meals Tax • Sales Tax • Real Estate Tax • Vehicle License Fee • Business License Fee • Other (public safety, professional services) • Staffing • Impacts to Police Department staffing structure • Includes staffing proposal to implement ‘calls for service’ staffing coverage • Vehicle License Fee (FY19 or FY20 Impact) • Coordination with PWC to collect and remit vehicle license fees to the town • Discontinuation of vehicle decal program • Adjustment of rates to match PWC • Minimal impact on expected revenues • Stormwater Management • Maintenance of system – PWC or Town? 8  1/12/2018 • Maintain current tax rate of $0.12 per $100 of assessed value • Maintain current meals tax rate of 3% • Maintain current transient occupancy tax rate of 2% • Maintain current Business Licensing Rates • Update Vehicle License Fee rates in line with County • Historical Data • Conservative Approach • Expected Impacts to Revenue Environment 9  1/12/2018 General Fund REVENUES Preliminary FY 2019 Proposed Revenue Figures Major Revenue Categories Business Licenses 13.9% • Real Estate Tax Real Estate 42.4% • Meals Tax • Business Licenses Meals Tax 43.6% 10  1/12/2018 Rentals Sales Tax Preliminary FY 2019 Proposed Grants 11.0% 0.7% 11.3% Revenue Figures Other Fees and Other Revenues – Taxes, Fees, Revenues 9.4% Grants, Interest, Other Utility Tax 13.9% Service Revenue 2.2% Public Safety Fines Communications Tax 26.4% 18.8% Transient Occupancy Tax 1.1% Vehicle License Fee 5.3% • Have not received assessment estimates from Prince William County • Proposed budget revenues currently based on current year projected • Estimates expected in mid-February • Proposed Budget developed based on maintaining $0.12 RE tax rate FY 2018 Adopted Budget FY 2018 Projected FY 2019 Preliminary Estimate $218,360 $218,377 $219,437 11  1/12/2018 250,000 • Maintain 3% Rate • Projected revenue 200,000 considers assumed changes in restaurant 150,000 stock 100,000 50,000 - FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Budget Actual Projected Proposed • Healthy business community, low vacancy rate; recent turn-over in business spaces • Upcoming development of large parcel – assumed impact by FY 2020 • Rates are comparable to County rates • Impacts to revenue –increased promotion of business community, marketing efforts, community activities and events • Performing annual BPOL audits to ensure compliance and accuracy 12  1/12/2018 • Development fee schedule regulates service fees • No longer providing building official service; no fees collected for the remainder of FY 2018 • Engineering and Zoning not cost neutral – town costs associated with engineering and zoning requirements and activities • Improve service revenues through adjustment to fee schedule; revised January 2018 • Reduction in service revenues for FY 2019 due to completion of River Mill Park project • Communications and Utility Tax trending downward • Communications Tax estimate for FY19 = $42,827, 2.7% decrease from FY18 Budget • FY19 estimate developed from average of four years actuals with 5% reduction • Utility Tax estimate for FY19 = $31,528, 3% decrease from FY18 Budget • FY19 estimate developed from average of three years of actuals 13  1/12/2018 Sales Tax Trends Calendar Years 2012 -2017 • Sales Tax is distributed to 28000 localities based on 27500 percentage of school 27000 aged children, not a 26500 reflection on sales trends 26000 within community 25500 25000 • FY 2018 Budget: $25,500 24500 FY 2019 Estimate: $25,618 24000 (0.5% increase) 23500 23000 22500 2012 2013 2014 2015 2016 2017 Sales Tax Collected ($) • Not previously budgeted; began collecting tax in FY 2017 • Includes estimated revenue from eight homestay properties currently operating within the town • Estimated FY18 revenue: $2,640; Proposed FY19 revenue: $2,500 • Based on maintaining current rate of 2% 14  1/12/2018 FY 2018 FY 2018 FY 2019 Percent Change to Revenue Category Budget Projected* Proposed FY 2018 Budget Real Estate $218,360 $218,377 $219,437 0.5% Meals Tax $222,650 $220,912 $225,647 1.3% Sales Tax $25,500 $26,234 $25,618 0.5% Utility Tax $32,500 $30,286 $31,528 (3.0%) Communications Tax $44,000 $43,805 $42,827 (2.7%) Transient Occupancy Tax $0 $2,640 $2,500 Total $543,010 $542,254 $547,557 0.8% *As of September 30, 2017 FY 2018 FY 2018 FY 2019 Percent Change to Revenue Category Budget Projected* Proposed FY 2018 Budget Business Licenses $70,000 $76,049 $72,000 2.9% Vehicle License Fee $11,000 $11,000 $12,000 9.1% Public Safety Fines $24,000 $50,907 $60,000 150.0% Service Revenue $22,000 $18,777 $5,000 (77.3%) Grants $25,030 $25,030 $25,030 0.0% Rentals $2,500 $2,500 $1,500 (40.0%) Other Fees and Revenues $21,470 $20,566 $21,270 (0.9%) Total $176,000 $204,829 $196,800 (11.8%) *As of September 30, 2017 15  1/12/2018 General Fund EXPENDITURES Governing Body Public Works 0.3% 24.4% Administration 45.4% Public Safety 18.6% Parks and Events 3.0% Finance 8.3% PRELIMINARY Proposed FY 2019 General Fund Expenditures by Activity 16  1/12/2018 FY 2018 FY 2019 INCREASE/ DIFFERENCE BUDGET PROPOSED (DECREASE) ADMINISTRATION $371,420 $337,072 (9.2%) ($34,348) FINANCE $56,050 $61,432 9.6% $5,382 PARKS AND EVENTS $24,500 $22,650 (7.6%) ($1,850) PUBLIC SAFETY $82,800 $138,248 67.0% $55,448 PUBLIC WORKS $182,160 $181,307 (0.5%) ($853) GOVERNING BODY $2,080 $2,072 (0.4%) ($8) TOTAL $719,010 $742,780 3.3% $23,770 • Health insurance – reduction from FY18 estimates; based on current participant costs • Increase in staffing for Public Safety; related equipment and training costs • Includes seasonal Dock Master position • Utilization of community support funds to fund police services • Includes annual maintenance cost for gaslights 17  1/12/2018 INCREASE/ FY 2018 FY 2018 FY 2019 (DECREASE) OVER BUDGET PROJECTED PROPOSED BUDGET PRELIMINARY REVENUES $719,010 $747,082 $744,357 $25,347 | 3.5% PRELIMINARY $719,010 $742,780 $23,770| 3.3% EXPENDITURES BUDGET GAP $0 $1,577 • Next Work Session: February 20, 2018 • Refined Revenue and Expenditure Estimates – General Fund • Capital Improvement Program, Mamie Davis Fund, Craft Show Fund • Third Work Session (if needed): March 6, 2018 • Staff Performance - Discussion • Proposed Budget Document Available to Public/Council: March 23, 2018 18  1/12/2018 - END - 19  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 2. Work Session Regular Agenda Meeting Date: January 16, 2018 2 C: Stormwater Management Program Explanation and Summary: This is an opportunity for Town Council to discuss the Town’s Stormwater Management program. The Town does not participate in the County’s Stormwater Management program, and as a result, Town residents do not pay the County’s Stormwater management fee and the County does not maintain any of the town’s stormwater systems. There have been discussions in the past about whether or not the town can come in under the County’s program now and how much that may cost in order to evaluate the Town’s system and perform any required maintenance. Staff has informally requested a figure from the County; however, we have not been able to ascertain that cost. The town currently does not perform regular maintenance on any public stormwater facilities and does not charge a stormwater fee to its residents for the maintenance of the system. This is a request for guidance from the Town Council to direct staff on how to proceed: 1. Make a formal request to the Board of Supervisors to provide an estimate on the cost for the town to be brought in under the County’s Stormwater management program; or 2. Proceed with developing a Stormwater management program to be managed by the Town of Occoquan. Attachments: (None)  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 2. Work Session Regular Agenda Meeting Date: January 16, 2018 2 D: VFW Military Veteran Tribute Banner Program Explanation and Summary: VFW Post 7916 has approached the Town to partner to establish a Military Veteran Tribute Banner program. The purpose of the program is to honor local military veterans by displaying banners on Dominion poles located within the historic district from May to November each year. The proposal requires the Town’s support in obtaining permission and required permits from Dominion, and it requests providing publicity and marketing support for the program, along with assisting with installation and maintenance. The VFW will implement the banner program by collecting sponsor donations to fund the program, purchasing banners, and organizing the installation, removal, and maintenance of the banners. At this time, no funding is requested from the Town to support this program. A presentation is included as part of this item and provides more information on the program, the proposed implementation plan, and the banner design and location. Mr. Nicholas Roper, Town resident and VFW Post 7916 House Committee member, will present the program. This is an opportunity for the Town Council to discuss the program and determine the Town’s level of support. Attachments: (1) Program Presentation Military Veteran Tribute Banners Town of Occoquan & VFW Post 7916  Military Veteran Tribute Banners • Honor local military veterans by displaying banners in the historic district of Occoquan • Demonstrates to residents, visitors, tourists, and friends the community’s history of service • Serve as an attraction for both the Town of Occoquan & VFW Post 7916 • Principles of the Banner program – Partnership between the Town and the VFW – Funded completely by sponsor donations – Banners displayed from May to November Proposed Number and Locations Mill Street 10 Commerce St 10 Poplar Alley 4 Washington St 1 Total 25 Number & locations correspond to existing Christmas wreaths  Town of Occoquan & VFW Post 7916 Military Veteran Tribute Banners VFW Post 7916 Town of Occoquan • Collaborate with the Town on the banner • Obtain permit from Dominion Power to design and locations where banners will hang banners on 25 telephone poles in the Historic District be installed • Collaborate with the VFW on the banner • Select a vendor design and locations where banners will • Post announcement & application links be installed on http://www.vfwpost7916.org/ and on • Assist in advocating the banner program Facebook – Post information about the banner • Manage the number of sponsorships program including link to the VFW webpage on the Town’s website • Collect veteran information & transmit it – Announcements in the Town Newsletters to the vendor – Promotional material at Town Hall and on • Collect sponsorship payments bulletin boards – Other promotional opportunities such as • Order banners & brackets an opening ceremony • Install, maintain, & remove banners • Assist with guidance and/or – Volunteers recommendations on the installation, – Community groups maintenance, and removal of banners – Town or county maintenance – Execute an agreement with a general contractor  Sponsorships • Sponsors can be veterans, family or friends of veterans, or businesses • Open to the public • $200 Sponsorship fee • Sponsorship fee includes – Banner fabrication & shipping – Installation (incl/ brackets for 1st banners) & maintenance or – Donation to veteran programs  Vendors TroopBanners by HTM Designs Military Tribute Banners • States: Pennsylvania, Ohio, New York, New Jersey, • States: New York, Florida Maryland, West Virginia, North Carolina, Oklahoma • 5 common designs but can be customized • Various designs & sizes, can be customized • Reverse side can show a message, duplicate • 12x18 yard banners can also be purchased photo, or a different photo • Reverse side can show a message, duplicate photo, or a • Service includes marketing materials, a different photo dedicated webpage for online orders and a • Program administrator (VFW) handles payments, promotional video applications, and email submissions to vendor http://militarytributebanners.com/ http://www.troopbanners.com/ Military Tribute Banner Example Clarkstown NY  Vendor establishes webpage on vendor’s website  uses online application & approval  Payment made online or by check to program administrator (Clarkstown)  Town pays vendor Military Tribute Banner Sponsorship Page Military Tribute Banner Information/Approval  Troop Banner Example American Legion Post 937 & Berlin NY http://nypost937.org/i ndex.php?option=com _content&task=view& id=77&Itemid=171  Sponsor submits applications, photos, proof of service & payment by hand at Town Hall or by mail/email to Post  Online payments possible via Paypal  Post reviews/submits information to vendor  Vendor submits draft design to Post & sponsor for review/approval  Post/sponsor give design approval  Banner is fabricated & shipped  Troop Banner Example American Legion Post 937 & Berlin NY http://nypost937.org/index.php?option=com_content&task =view&id=77&Itemid=171 Budget for Installation, Maintenance and Removal • Installation – Banners are supported by fiberglass rods held by brackets attached to poles with tensioned straps & will be placed approximately where Christmas wreaths are installed – Assume 2 laborers @ $20/man/hr & 30 min per banner • 2 x $20/hr x 0.5 hr/banner x 25 banners = $500 – Add $1,000 for equipment rental, use $1,500 • Removal – Use ½ installation budget, $750 • Total budget $2,250 per year – w/ 25 banners per year, budget = $90/banner/year Military Veteran Tribute Banners Bracket Hardware • Standard Bracket kit for Poles 12” diameter or less • Bracket kits for Poles up to 16” diameter will include 52” stainless steel bands in lieu of standard 40” size  Vendor Comparison Military Tribute Banners TroopBanner 24x48 Banner $90 18x36 Banner $64 24x36 Banner $75 18x36 Banner $65 Bracket (1st $40 Bracket (1st $34 Bracket (1st $25 Bracket (1st $25 installation, then installation, then installation, then installation, then future donation) future donation) future donation) future donation) Shipping $10 Shipping $10 Shipping $10 Shipping $10 Total $140 Total $108 Total $110 Total $100 Install, maintain, $90 Install, maintain, $90 Install, maintain, $90 Install, maintain, $90 remove remove remove remove Total $230 Total $198 Total $200 Total $190 W/in Sponsor Fee  W/in Sponsor Fee  W/in Sponsor Fee  W/in Sponsor Fee   VFW is recommending using the online + promotional services offered by Military Tribute Banners & 18x36 size  After deducting 18x36 banner fabrication costs VFW will have an initial budget of $2,300 for installation, maintenance & removal & other unknown costs  3 ft – 2 in 18” x 36” 18” x 36” Banner Banner Steel Band 3 ft – 2 in & Bracket Steel Band & Bracket 14 ft 10 ft Sidewalk Installation Roadway Installation ± 10’ ± 10’  Timeline When Action Mid Jan 2018 VFW briefs Town Council End Jan 2018 Town submits permit request to Dominion Mid Feb 2018 Town & VFW finalize banner design End Feb 2018 DVP grants permit End Feb 2018 VFW executes contract w/ vendor Early Mar 2018 Vendor opens sponsorship period Late Apr 2018 Vendor closes sponsorship period & fabrication begins End Apr 2018 Vendor ships materials to VFW End Apr 2018 VFW finalizes plan for installation/removal Mid May 2018 VFW installs banners Mid Nov 2018 VFW removes banners  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 2. Work Session Regular Agenda Meeting Date: January 16, 2018 2 E: Arts and Crafts Show – Sponsorship Program/Service Vendors Explanation and Summary: Since the implementation of the sponsorship program (Spring 2015), we have received complaints from vendors, volunteers, and Town businesses about the placement of sponsor vendors on Mill Street, taking up valuable space along the corridor reserved for handmade goods. Prior to the establishment of the sponsorship program, the town allowed service vendors on Commerce Street at a commercial booth rate of $375. These service vendors differed from other commercial vendors as they did not sell a tangible good at the show. We received complaints regarding the allowance of these types of vendors in the show and their negative impact on the quality of the show. As a result, we stopped accepting vendors who did not sell a tangible good, but instead adopted a sponsorship program with a limit of ten sponsors per show at $800 per space and invited those vendors to participate as a sponsor at the higher rate. Included in the sponsor package was a space on Mill Street, justifying the double space fee, promotion though our social media platform, and placement in print media. We then took steps to include more non-profit organizations (no booth fee) on Commerce Street to fill in and drive traffic onto Commerce to the benefit of those commercial vendors on Commerce Street. The sponsorship program for the 2017 shows yielded $9,600 in revenue, $5,600 and $4,000 in spring and fall, respectively. Currently, four sponsors have applied and/or paid for participation in the 2018 shows. This is a request for Council guidance on the allowance of service vendors in the show as vendors or sponsors, or to prohibit the participation. The loss in revenue for not allowing service vendors in the show is approximately $5,000 (as sponsors) or $3,750 (as vendors). Loss of funds would result in decrease in expense budgets, such as marketing or entertainment categories. Attachments: None.