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2026 - 2030 proposed CIP presentation.pdf

The document presents the Capital Improvement Plan (CIP) recommendation for FY 2026-2030, detailing project scoring, funding options, and the financial summary for anticipated requests totaling approximately $146 million. It outlines objectives such as identifying capital needs, prioritizing projects, and evaluating funding sources like bonds and grants. The CIP is designed to align with the Gloucester County Board of Supervisors' priorities while addressing the impact of delays and funding shortfalls on project execution.

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Capital Improvement Plan Recommendation FY 2026 – 2030 1 Presentation to the Gloucester County Board of Supervisors January 21, 2025 Carol Steele, County Administrator
Topics of Discussion • Objectives • CIP Process • Project Scoring/Prioritization • Inflation and Interest Factors • Funding Options • Unassigned Fund Balance Review • Financial Summary • New Projects • Funds Needed Annually to Meet Requests • Impact of Delays and Funding Shortfall Solutions • Debt Financed Projects • Debt Retirement Chart • Project Details, Scores and Recommendations • FY 2026-30 CIP Timeline 2
CIP Objectives 3  Identify capital improvement needs for 5-year period  Document needs  Assess alignment with BOS Priorities/Comp Plan  Prioritize needs  Evaluate funding options  Balance needs with available funding  Adopt a plan of action  Appropriate funding  Execute approved projects
CIP Process 4 • Post Fillable on-line form and scoring system • Department Heads (DHs) submit requests after determining pricing and other details with assistance from Engineering, Central Purchasing and outside contractors • Post submissions on-line • Budget Team reviews projects with DHs • Planning Commission reviews and scores projects • Tabulate scores, average and list in numerical order • County Administrator drafts CIP for BOS presentation
Project Scoring/Prioritization 5 Scored new, year one projects and maintained scores from previous years for maintenance or annual projects – paving, school buses, etc.
Inflation and Interest Factors 6 • An inflationary contingency factor of 4% is used and applied to the total project cost. The rate was compounded to help ensure adequate projections for outlying years. • A 5% interest rate was estimated for long-term and short- term borrowing. The estimate is expected to also cover any fees associated with borrowing.
Funding Options 7 Potential CIP Funding Sources • Fund Balance Unassigned/Committed for PayGo projects • Bonds - Long Term Debt Financing to support major project construction • Bonds - Long Term Debt Financing to support combining of PayGo projects • Bonds – Mid-Term and/or Supplier Debt Financing • Performance Contracting options • Grants • Donations
Unassigned Fund Balance 8 With a 16% reserve, there would be a remaining $3,294,373 for PayGo projects. 15.5% 4,001,978 15% 4,709,584 14% 6,124,796 Remaining Available:
Summary of CIP Requests 9 • 33 Total Requests (PayGo and Debt Financing) • Total of $146M (plus annual inflation contingency) • Net total of $131M after other funding sources applied Today’s net cost with no inflation: $100,062,852 Debt Financed Projects and $31,190,489 PayGo Projects
New/Modified Project Requests ($81,949,471) 10 FY26 • GVFR Station One • Replacement of Finance Software • Beaverdam Park Bulkhead and Dock • School Casework Replacement • Building Two Window Replacement • IT Network Overhaul and Replacement FY28 • Gloucester Point Library • Tyndall’s Point Park to GPB Connector FY29 • Carpet Replacement • GHS to GMHS Old Landfill Trail FY30 • Community Center • Animal Shelter Addition
Funds Needed to Meet PayGo Requests 11 Year 1 Year 2 Year 3 Year 4 Year 5 Annual PayGo Including Inflation 5,634,533 6,662,232 9,502,394 6,214,133 7,121,801 Several PayGo projects include projected grant revenue. Expenses could be significantly higher if grants are not awarded or required match is higher than anticipated.
Total Funds Needed to Meet Financed and PayGo CIP Requests 12 Year 1 Year 2 Year 3 Year 4 Year 5 Annual Debt Payment Costs Using Debt Retirement and GVFR Contribution 1,161,095 2,866,033 3,308,664 2,894,664 2,481,664 Annual PayGo Costs Including Inflation 5,634,533 6,662,232 9,502,394 6,214,133 7,121,801 Total Annual Funding 6,795,628 9,528,265 12,811,058 9,108,797 9,603,465 * Excludes Community Center and Middle School Bathrooms – additional $4.8 million would be needed for those projects for the next 20 years if projects were added in year five.
Time to Complete PayGo Projects with a $3M Annual Appropriation 13 13 FY Local Transfer for Capital Grants Tourism Fund Balance Total Revenues Available PayGo Projects Total Requirements Surplus/ G K Capital Reserve Fund Balance 2024 2,856,999 2,856,999 2,856,999 2,856,999 - - 2025 2,250,004 2,250,004 2,250,004 2,250,004 - - 2026 3,000,000 2,564,750 250,000 5,814,750 8,667,570 8,667,570 (2,852,820) (2,852,820) 2027 3,000,000 999,367 250,000 4,249,367 6,973,975 6,973,975 (2,724,608) (5,577,428) 2028 3,000,000 5,143,551 250,000 8,393,551 13,841,144 13,841,144 (5,447,593) (11,025,021) 2029 3,000,000 4,310,217 250,000 7,560,217 9,872,084 9,872,084 (2,311,867) (13,336,888) 2030 3,000,000 250,000 3,250,000 6,103,601 6,103,601 (2,853,601) (16,190,489) 2031 3,000,000 3,000,000 0 3,000,000 (13,190,489) 2032 3,000,000 3,000,000 0 3,000,000 (10,190,489) 2033 3,000,000 3,000,000 0 3,000,000 (7,190,489) 2034 3,000,000 3,000,000 0 3,000,000 (4,190,489) 2035 3,000,000 3,000,000 0 3,000,000 (1,190,489) 2036 3,000,000 3,000,000 0 3,000,000 1,809,511 5 years of requests would take until 2036, 11 years, to pay off while additional maintenance and other needs would be occurring.
Negative Impacts of Project Delays 14 • Inflationary expenses may outpace the ability to generate new revenue • Example: Beaverdam Parking Paving Project • Project costs may increase due to the delay resulting in need for additional work/repair • Example: Roof Repair • Facilities and services for students and citizens are not available • Example: Park Playgrounds
Shortfall Solutions 15 • Postpone projects • Deny projects as not needed or desired • Use School Sales Tax reserves to cover a portion of PayGo expenses • Use School Sales Tax reserves to cover a debt payment for new borrowing • Raise taxes to generate additional revenue for PayGo projects • Raise taxes to generate revenue to cover debt payment for new borrowing Note: Use of debt retirement savings has already been factored in
Existing Debt Retirement 16 ***Regional Jail Contributions go through FY31*** 16 County Debt, excludes School Sales Tax Eligible Projects Approximate Debt Retirement York County Loan Radios 2022 $200,000 FY28 VPSAGO Bond Abingdon 2006 $498,000 FY28 $698,000 VPSAGO Bond Abingdon 2007 $414,000 FY29 $414,000 VPSAGO Bond HVAC 2013 (Payments reduced) $413,000 FY30 $413,000 VPSAGO Bond QSCB Page 2011 $49,000 FY32 VRACourthouse Loan 2021 $544,000 FY32 $593,000 VPSAGO Bond School Lighting & Roofing Recoating 2022 $108,000 FY34 $108,000 VPSAGO Bond Page 2013 $832,000 FY35 Motorola Lease Radios 2023 $468,000 FY35 $1,300,000 VPSAGO Bond QSCB Page 2012 $504,000 FY36 $504,000 VPSA GO Bond A&E School Transportation Facility 2020 $46,000 FY42 $46,000 VPSAGO Bond School Transportation Facility 2022 $348,000 FY44 $348,000 First Year for Potential Spending
Pay Go/Cash Requests FY26-30 17 17 Green highlights projects which include other funding sources Department Project Title Total Year One 2026 Year Two 2027 Year Three 2028 Year Four 2029 Year Five 2030 AnimalControl AnimalShelter Addition 1,526,725 - - - - 1,526,725 Engineering E911 UPSBackup BatterySystem Replacement 205,000 205,000 - - - - Engineering Hutchinson House Demo and Site Improvements 150,000 150,000 - - - - Engineering CountyPaving Program 2,585,000 608,300 845,900 221,100 226,600 683,100 Facilities Management Elevator Replacement& Refurbishment 310,000 90,000 - 120,000 100,000 Facilities Management Roof Replacement& Refurbishment 1,200,000 65,000 500,000 220,000 - 415,000 Facilities Management Window Replacement- BLDG 2 128,920 128,920 - - - - Facilities Management CarpetReplacement- 2002 167,427 - - - 86,147 81,280 Information Technology Generator and A/Cfor Building One 128,000 128,000 - - - - Information Technology Network Overhauland Replacement 653,943 157,391 124,138 124,138 124,138 124,138 Parks PR&T ADA Improvements 530,236 114,059 74,000 114,059 114,059 114,059 Parks Athletic Field Lighting 2,414,350 81,250 639,100 610,500 407,000 676,500 Parks Beaverdam Dock/Bulkhead/Bridge Replacements 898,720 293,390 123,530 234,300 247,500 - Parks Gloucester PointBeach Park Renovations 13,443,529 2,580,000 1,429,575 3,776,501 5,657,453 - Parks Playground Equipment 1,395,800 393,800 250,500 250,500 250,500 250,500 Parks GHSto GMHSOld LandfillTrail 420,000 - - - 420,000 - Parks Tyndall's PointPark to GPB Connector 3,000,000 - - 3,000,000 - - Parks Brown Park Expansion 1,050,000 - 516,500 385,000 71,500 77,000 Sheriff Sheriff's Office/Patroland SRO Toughbooks 191,136 - - - 191,136 Tourism Historic Building Preservation 1,250,000 250,000 250,000 250,000 250,000 250,000 Schools SchoolBus ReplacementCycle 7,427,084 1,317,538 1,396,590 1,480,386 1,569,209 1,663,361 Schools PropertyIdentification Marquee Signs 254,010 50,802 50,802 50,802 50,802 50,802 Schools Casework Replacements 211,440 80,000 131,440 - - - Schools TCWECSoffitand Brickwork 946,858 - - 946,858 - - Schools HVACReplacements 4,970,196 1,539,120 1,076,900 2,057,000 297,176 - Less Alternate Funding Sources (14,267,885) (2,814,750) (1,249,367) (5,393,551) (4,560,217) (250,000) Subtotal 31,190,489 5,417,820 6,159,608 8,447,593 5,311,867 5,853,601 Total Pay Go withInflationContingency 35,135,093 5,634,533 6,662,232 9,502,394 6,214,133 7,121,801
Debt Financed Requests FY26-30 18 18 Department Project Title Total Year One 2026 Year Two 2027 Year Three 2028 Year Four 2029 Year Five 2030 Information Technology Replacementfor Finance Plus & CommunityPlus Software 2,000,000 2,000,000 - - - - Library New LibraryConstruction 7,397,500 TBD - 600,000 3,000,000 3,797,500 Schools GHSAthletic ComplexRenovation 6,070,487 6,070,487 - - - - GVFR GVFR Station One 17,389,796 17,389,796 Parks CommunityRecreation Center 48,155,000 - - - - 48,155,000 Parks Woodville Park Enhancements 5,725,500 - 2,420,000 660,000 418,000 2,227,500 Schools Middle SchoolRestroom Renovations 9,752,570 - - - - 9,752,570 Schools BotetourtRenovation - 1973 Wing 4,540,749 - 4,540,749 - - - Total Project Costs 101,031,602 25,460,283 6,960,749 1,260,000 3,418,000 63,932,570
19 FY26 PayGo Requests Net Requested Cash Spending in FY26 $5,634,533 19 Department Project Title Year One 2026 Engineering E911 UPSBackup BatterySystem Replacement 205,000 Engineering Hutchinson House 150,000 Engineering CountyPaving Program 608,300 Facilities Management Elevator Replacement& Refurbishment 90,000 Facilities Management Roof Replacement& Refurbishment 65,000 Facilities Management Window Replacement- BLDG 2 128,920 Information Technology Generator and A/Cfor Building One 128,000 Information Technology Network Overhauland Replacement 157,391 Parks PR&T ADA Improvements 114,059 Parks Athletic Field Lighting 81,250 Parks Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 Parks Gloucester PointBeach Park Renovations 2,580,000 Parks Playground Equipment 393,800 Tourism Historic Building Preservation 250,000 Schools HVACReplacements 1,539,120 Schools SchoolBus ReplacementCycle 1,317,538 Schools PropertyIdentification Marquee Signs 50,802 Schools Casework Replacements 80,000 Subtotal 8,232,570 Less Other Funding Sources (2,814,750) NetCostwith Inflation Contingency 5,634,533
Project Scoring 20 Department Project Title Year One 2026 Combined Average Score Pay Go/Debt Engineering GVFR Station 1 Replacement 17,389,796 10 DebtFinanced Engineering E911 UPSBackup BatterySystem Replacement 205,000 9.4 PayGo Facilities Management Replacementfor Finance Plus & CommunityPlus Software 2,000,000 9.3 DebtFinanced Facilities Management Network Overhauland Replacement 157,391 8.9 PayGo Facilities Management PR&T ADA Improvements 114,059 8.6 PayGo Information Technology CountyPaving Program 608,300 8.4 PayGo Information Technology SchoolBus ReplacementCycle 1,317,538 8.4 PayGo Information Technology Gloucester PointBeach Park Renovations 2,580,000 8.3 PayGo Library HVACReplacements 1,539,120 8.2 PayGo Parks Casework Replacements 80,000 8 PayGo Parks Historic Building Preservation 250,000 8 PayGo Parks GHSAthletic Complex Renovation 6,070,487 8 DebtFinanced Parks Generator and A/Cfor Building One 128,000 7.9 PayGo Parks Elevator Replacement& Refurbishment 90,000 7.4 PayGo Tourism Hutchinson House 150,000 7.3 PayGo Schools Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 7.2 PayGo Schools Playground Equipment 393,800 7 PayGo Schools PropertyIdentification Marquee Signs 50,802 7 PayGo Schools Roof Replacement& Refurbishment 65,000 6.3 PayGo Schools Window Replacement- BLDG 2 128,920 5.8 PayGo Parks Athletic Field Lighting 81,250 5.7 PayGo Library New LibraryConstruction TBD N/A DebtFinanced
21 FY26 PayGo Recommendations Net Requested Cash Spending in FY26 $2,999,935 21 Department Project Title Year One 2026 Engineering E911 UPS Backup Battery System Replacement 205,000 Engineering County Paving Program 498,925 Facilities Management Elevator Replacement & Refurbishment 90,000 Facilities Management Roof Replacement & Refurbishment 65,000 Information Technology Generator and A/C for Building One 128,000 Information Technology Network Overhaul and Replacement 157,391 Parks PR&T ADA Improvements 114,059 Parks Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 Parks Gloucester Point Beach Park Renovations 2,580,000 Tourism Historic Building Preservation 250,000 Schools School Bus Replacement Cycle 1,317,538 Subtotal 5,699,303 Less Other Funding Sources (2,814,750) Net Cost with Inflation Contingency 2,999,935
CA Recommended FY26 Pay Go Projects to Push Back 22 Updated Annual Totals Year 2 2027 Year 3 2028 Year 4 2029 Year 5 2030 Excluding Schools HVAC – Moved to Debt Financed Annual PayGo Including Inflation 6,571,564 7,188,548 5,866,479 7,121,801 Department Project Title FY2026 Cost Engineering Hutchinson House 150,000 $ Engineering County Paving Program 108,300 $ Facilities Management Window Replacement - BLDG 2 128,920 $ Parks Athletic Field Lighting 81,250 $ Parks Playground Equipment 393,800 $ Schools Casework Replacements 80,000 $ Schools Property Identification Marquee Signs 50,802 $ Excluding Schools HVAC-Moved to Debt Financing Total Delayed Requests 993,072 $
FY26 Financed Recommendations 23 Department Project Title Year One 2026 Information Technology Replacementfor Finance Plus & CommunityPlus Software 2,000,000 GVFR GVFR Station One 17,389,796 Total Project Costs 19,389,796 Long-Term Borrowing and Lease Purchase
Scores versus Recommendations 24 Department Project Title Year One 2026 Combined Average Score Engineering GVFR Station 1 Replacement 17,389,796 10 Engineering E911 UPSBackup BatterySystem Replacement 205,000 9.4 Facilities Management Replacementfor Finance Plus & CommunityPlus Software 2,000,000 9.3 Facilities Management Network Overhauland Replacement 157,391 8.9 Facilities Management PR&T ADA Improvements 114,059 8.6 Information Technology CountyPaving Program 608,300 8.4 Information Technology SchoolBus ReplacementCycle 1,317,538 8.4 Information Technology Gloucester PointBeach Park Renovations 2,580,000 8.3 Library HVACReplacements 1,539,120 8.2 Parks Casework Replacements 80,000 8 Parks Historic Building Preservation 250,000 8 Parks GHSAthletic ComplexRenovation 6,070,487 8 Parks Generator and A/Cfor Building One 128,000 7.9 Parks Elevator Replacement& Refurbishment 90,000 7.4 Tourism Hutchinson House 150,000 7.3 Schools Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 7.2 Schools Playground Equipment 393,800 7 Schools PropertyIdentification Marquee Signs 50,802 7 Schools Roof Replacement& Refurbishment 65,000 6.3 Schools Window Replacement- BLDG 2 128,920 5.8 Parks Athletic Field Lighting 81,250 5.7 Library New LibraryConstruction TBD N/A
CA Ranking Notes • Historic Preservation – Grant Supported, Vulnerable Facilities • Generator and A/C for Building One – Only if Grant Funded - $0 to cost to County • Elevator – Risk of Access Restrictions to Building One • Beaverdam Dock/Bulkhead/Bridge Replacements – Existing trail area closed, compounding erosion, expansion of services • Roof Replacement & Refurbishment – Maintenance Needs – Risk of further damage 25
Replacement of Finance Plus & Community Plus Software 26 Implemented in 2004 Upgraded in 2016 and 2023 Software is now end of life and will eventually be unsupported System of Record for 6 Departments providing core services • Finance, Purchasing, Planning & Zoning, Environmental, Building Inspections, Utilities Timeline of Funding Requests • Initial request in 2015 • Has remained a part of the CIP requests for the last 9 years with exception of FY24, when the Tyler implementation was being completed. Software Projects Previously Funded • EGTS Replacement (Treasurer/Commissioner) Software was fully unsupported by the time it was replaced • Questica Budget Software (Personnel Budgeting) Likely will become obsolete with new system
Replacement of Finance Plus & Community Plus Software 27 Why Now? • Extended more frequent downtime that cannot be explained by the company • Lack of available support: Company only has one dedicated person that is familiar with the antiquated version of the software we have • Replacement ensures continuity, efficiency, and modernization of critical functions. – Integration with the Treasurer – Integration with payroll – Integration with AMI – Workflow for improved efficiency • Note – all software is now subscription based. There will be an annual fee for any new software – Approx. $500,000 per year.
Recommended Funding Strategy 28 Additional Debt will require an approximately $.015 (1½ cents) tax increase. Use Sales Tax “excess funds” to cover payment of approximately $500,000 a year. Savings by avoiding inflationary costs #2 Debt Financing 5 Year Financing for School HVAC $4,970,196 #3 PayGo Spending PayGo recommended projects $2,999,878 #1 Debt Financing GVFR Station One – 30 Year Financing $17,389,796 5 Year Borrowing for Software $2,000,000 Total $19,389,796 Use approximately $3M of Fund Balance, leaving a reserve of 16% which meets the Fund Balance Policy
FY26-30 CIP Timeline Sept Project Submission Development Oct CIP Development by Department Heads Oct 22 Project Submissions Due Nov 4 CIP Overview to Planning Commission Dec 5 Planning Commission CIP Discussion Dec 16 Scores Due from Planning Commission Dec/Jan Budget Team Meetings and CIP Draft Development Jan 21 County Administrator CIP Draft Presentation to BOS Feb 4 CIP Public Hearing March 17 CIP Final Recommendation to BOS 29
Summary of Recommendations PayGo: • E911 UPS Battery System • Elevator Replacement/Refurbishment • Historic Building Preservation • PR&T ADA Improvements • Roof Replacement • Network Overhaul and Replacement • School Bus Replacement Cycle • Beaverdam Dock/Bulkhead/Bridge • County Paving Program (Partial funding) • Generator and A/C for Building 1 (Grant) • Gloucester Point Beach Renovation (Grant) 30 30 Debt Financed: • GVFR Station 1 • FinancePlus/CommunityPlus Software
31 www.gloucesterva.gov Departments  Financial Services  Capital Projects Click “Capital Improvement Plan”

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2026 - 2030 proposed CIP presentation.pdf

  • 1.
    Capital Improvement Plan Recommendation FY2026 – 2030 1 Presentation to the Gloucester County Board of Supervisors January 21, 2025 Carol Steele, County Administrator
  • 2.
    Topics of Discussion •Objectives • CIP Process • Project Scoring/Prioritization • Inflation and Interest Factors • Funding Options • Unassigned Fund Balance Review • Financial Summary • New Projects • Funds Needed Annually to Meet Requests • Impact of Delays and Funding Shortfall Solutions • Debt Financed Projects • Debt Retirement Chart • Project Details, Scores and Recommendations • FY 2026-30 CIP Timeline 2
  • 3.
    CIP Objectives 3  Identifycapital improvement needs for 5-year period  Document needs  Assess alignment with BOS Priorities/Comp Plan  Prioritize needs  Evaluate funding options  Balance needs with available funding  Adopt a plan of action  Appropriate funding  Execute approved projects
  • 4.
    CIP Process 4 • PostFillable on-line form and scoring system • Department Heads (DHs) submit requests after determining pricing and other details with assistance from Engineering, Central Purchasing and outside contractors • Post submissions on-line • Budget Team reviews projects with DHs • Planning Commission reviews and scores projects • Tabulate scores, average and list in numerical order • County Administrator drafts CIP for BOS presentation
  • 5.
    Project Scoring/Prioritization 5 Scored new,year one projects and maintained scores from previous years for maintenance or annual projects – paving, school buses, etc.
  • 6.
    Inflation and InterestFactors 6 • An inflationary contingency factor of 4% is used and applied to the total project cost. The rate was compounded to help ensure adequate projections for outlying years. • A 5% interest rate was estimated for long-term and short- term borrowing. The estimate is expected to also cover any fees associated with borrowing.
  • 7.
    Funding Options 7 Potential CIPFunding Sources • Fund Balance Unassigned/Committed for PayGo projects • Bonds - Long Term Debt Financing to support major project construction • Bonds - Long Term Debt Financing to support combining of PayGo projects • Bonds – Mid-Term and/or Supplier Debt Financing • Performance Contracting options • Grants • Donations
  • 8.
    Unassigned Fund Balance 8 Witha 16% reserve, there would be a remaining $3,294,373 for PayGo projects. 15.5% 4,001,978 15% 4,709,584 14% 6,124,796 Remaining Available:
  • 9.
    Summary of CIPRequests 9 • 33 Total Requests (PayGo and Debt Financing) • Total of $146M (plus annual inflation contingency) • Net total of $131M after other funding sources applied Today’s net cost with no inflation: $100,062,852 Debt Financed Projects and $31,190,489 PayGo Projects
  • 10.
    New/Modified Project Requests ($81,949,471) 10 FY26 •GVFR Station One • Replacement of Finance Software • Beaverdam Park Bulkhead and Dock • School Casework Replacement • Building Two Window Replacement • IT Network Overhaul and Replacement FY28 • Gloucester Point Library • Tyndall’s Point Park to GPB Connector FY29 • Carpet Replacement • GHS to GMHS Old Landfill Trail FY30 • Community Center • Animal Shelter Addition
  • 11.
    Funds Needed toMeet PayGo Requests 11 Year 1 Year 2 Year 3 Year 4 Year 5 Annual PayGo Including Inflation 5,634,533 6,662,232 9,502,394 6,214,133 7,121,801 Several PayGo projects include projected grant revenue. Expenses could be significantly higher if grants are not awarded or required match is higher than anticipated.
  • 12.
    Total Funds Neededto Meet Financed and PayGo CIP Requests 12 Year 1 Year 2 Year 3 Year 4 Year 5 Annual Debt Payment Costs Using Debt Retirement and GVFR Contribution 1,161,095 2,866,033 3,308,664 2,894,664 2,481,664 Annual PayGo Costs Including Inflation 5,634,533 6,662,232 9,502,394 6,214,133 7,121,801 Total Annual Funding 6,795,628 9,528,265 12,811,058 9,108,797 9,603,465 * Excludes Community Center and Middle School Bathrooms – additional $4.8 million would be needed for those projects for the next 20 years if projects were added in year five.
  • 13.
    Time to CompletePayGo Projects with a $3M Annual Appropriation 13 13 FY Local Transfer for Capital Grants Tourism Fund Balance Total Revenues Available PayGo Projects Total Requirements Surplus/ G K Capital Reserve Fund Balance 2024 2,856,999 2,856,999 2,856,999 2,856,999 - - 2025 2,250,004 2,250,004 2,250,004 2,250,004 - - 2026 3,000,000 2,564,750 250,000 5,814,750 8,667,570 8,667,570 (2,852,820) (2,852,820) 2027 3,000,000 999,367 250,000 4,249,367 6,973,975 6,973,975 (2,724,608) (5,577,428) 2028 3,000,000 5,143,551 250,000 8,393,551 13,841,144 13,841,144 (5,447,593) (11,025,021) 2029 3,000,000 4,310,217 250,000 7,560,217 9,872,084 9,872,084 (2,311,867) (13,336,888) 2030 3,000,000 250,000 3,250,000 6,103,601 6,103,601 (2,853,601) (16,190,489) 2031 3,000,000 3,000,000 0 3,000,000 (13,190,489) 2032 3,000,000 3,000,000 0 3,000,000 (10,190,489) 2033 3,000,000 3,000,000 0 3,000,000 (7,190,489) 2034 3,000,000 3,000,000 0 3,000,000 (4,190,489) 2035 3,000,000 3,000,000 0 3,000,000 (1,190,489) 2036 3,000,000 3,000,000 0 3,000,000 1,809,511 5 years of requests would take until 2036, 11 years, to pay off while additional maintenance and other needs would be occurring.
  • 14.
    Negative Impacts ofProject Delays 14 • Inflationary expenses may outpace the ability to generate new revenue • Example: Beaverdam Parking Paving Project • Project costs may increase due to the delay resulting in need for additional work/repair • Example: Roof Repair • Facilities and services for students and citizens are not available • Example: Park Playgrounds
  • 15.
    Shortfall Solutions 15 • Postponeprojects • Deny projects as not needed or desired • Use School Sales Tax reserves to cover a portion of PayGo expenses • Use School Sales Tax reserves to cover a debt payment for new borrowing • Raise taxes to generate additional revenue for PayGo projects • Raise taxes to generate revenue to cover debt payment for new borrowing Note: Use of debt retirement savings has already been factored in
  • 16.
    Existing Debt Retirement 16 ***RegionalJail Contributions go through FY31*** 16 County Debt, excludes School Sales Tax Eligible Projects Approximate Debt Retirement York County Loan Radios 2022 $200,000 FY28 VPSAGO Bond Abingdon 2006 $498,000 FY28 $698,000 VPSAGO Bond Abingdon 2007 $414,000 FY29 $414,000 VPSAGO Bond HVAC 2013 (Payments reduced) $413,000 FY30 $413,000 VPSAGO Bond QSCB Page 2011 $49,000 FY32 VRACourthouse Loan 2021 $544,000 FY32 $593,000 VPSAGO Bond School Lighting & Roofing Recoating 2022 $108,000 FY34 $108,000 VPSAGO Bond Page 2013 $832,000 FY35 Motorola Lease Radios 2023 $468,000 FY35 $1,300,000 VPSAGO Bond QSCB Page 2012 $504,000 FY36 $504,000 VPSA GO Bond A&E School Transportation Facility 2020 $46,000 FY42 $46,000 VPSAGO Bond School Transportation Facility 2022 $348,000 FY44 $348,000 First Year for Potential Spending
  • 17.
    Pay Go/Cash RequestsFY26-30 17 17 Green highlights projects which include other funding sources Department Project Title Total Year One 2026 Year Two 2027 Year Three 2028 Year Four 2029 Year Five 2030 AnimalControl AnimalShelter Addition 1,526,725 - - - - 1,526,725 Engineering E911 UPSBackup BatterySystem Replacement 205,000 205,000 - - - - Engineering Hutchinson House Demo and Site Improvements 150,000 150,000 - - - - Engineering CountyPaving Program 2,585,000 608,300 845,900 221,100 226,600 683,100 Facilities Management Elevator Replacement& Refurbishment 310,000 90,000 - 120,000 100,000 Facilities Management Roof Replacement& Refurbishment 1,200,000 65,000 500,000 220,000 - 415,000 Facilities Management Window Replacement- BLDG 2 128,920 128,920 - - - - Facilities Management CarpetReplacement- 2002 167,427 - - - 86,147 81,280 Information Technology Generator and A/Cfor Building One 128,000 128,000 - - - - Information Technology Network Overhauland Replacement 653,943 157,391 124,138 124,138 124,138 124,138 Parks PR&T ADA Improvements 530,236 114,059 74,000 114,059 114,059 114,059 Parks Athletic Field Lighting 2,414,350 81,250 639,100 610,500 407,000 676,500 Parks Beaverdam Dock/Bulkhead/Bridge Replacements 898,720 293,390 123,530 234,300 247,500 - Parks Gloucester PointBeach Park Renovations 13,443,529 2,580,000 1,429,575 3,776,501 5,657,453 - Parks Playground Equipment 1,395,800 393,800 250,500 250,500 250,500 250,500 Parks GHSto GMHSOld LandfillTrail 420,000 - - - 420,000 - Parks Tyndall's PointPark to GPB Connector 3,000,000 - - 3,000,000 - - Parks Brown Park Expansion 1,050,000 - 516,500 385,000 71,500 77,000 Sheriff Sheriff's Office/Patroland SRO Toughbooks 191,136 - - - 191,136 Tourism Historic Building Preservation 1,250,000 250,000 250,000 250,000 250,000 250,000 Schools SchoolBus ReplacementCycle 7,427,084 1,317,538 1,396,590 1,480,386 1,569,209 1,663,361 Schools PropertyIdentification Marquee Signs 254,010 50,802 50,802 50,802 50,802 50,802 Schools Casework Replacements 211,440 80,000 131,440 - - - Schools TCWECSoffitand Brickwork 946,858 - - 946,858 - - Schools HVACReplacements 4,970,196 1,539,120 1,076,900 2,057,000 297,176 - Less Alternate Funding Sources (14,267,885) (2,814,750) (1,249,367) (5,393,551) (4,560,217) (250,000) Subtotal 31,190,489 5,417,820 6,159,608 8,447,593 5,311,867 5,853,601 Total Pay Go withInflationContingency 35,135,093 5,634,533 6,662,232 9,502,394 6,214,133 7,121,801
  • 18.
    Debt Financed RequestsFY26-30 18 18 Department Project Title Total Year One 2026 Year Two 2027 Year Three 2028 Year Four 2029 Year Five 2030 Information Technology Replacementfor Finance Plus & CommunityPlus Software 2,000,000 2,000,000 - - - - Library New LibraryConstruction 7,397,500 TBD - 600,000 3,000,000 3,797,500 Schools GHSAthletic ComplexRenovation 6,070,487 6,070,487 - - - - GVFR GVFR Station One 17,389,796 17,389,796 Parks CommunityRecreation Center 48,155,000 - - - - 48,155,000 Parks Woodville Park Enhancements 5,725,500 - 2,420,000 660,000 418,000 2,227,500 Schools Middle SchoolRestroom Renovations 9,752,570 - - - - 9,752,570 Schools BotetourtRenovation - 1973 Wing 4,540,749 - 4,540,749 - - - Total Project Costs 101,031,602 25,460,283 6,960,749 1,260,000 3,418,000 63,932,570
  • 19.
    19 FY26 PayGo Requests NetRequested Cash Spending in FY26 $5,634,533 19 Department Project Title Year One 2026 Engineering E911 UPSBackup BatterySystem Replacement 205,000 Engineering Hutchinson House 150,000 Engineering CountyPaving Program 608,300 Facilities Management Elevator Replacement& Refurbishment 90,000 Facilities Management Roof Replacement& Refurbishment 65,000 Facilities Management Window Replacement- BLDG 2 128,920 Information Technology Generator and A/Cfor Building One 128,000 Information Technology Network Overhauland Replacement 157,391 Parks PR&T ADA Improvements 114,059 Parks Athletic Field Lighting 81,250 Parks Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 Parks Gloucester PointBeach Park Renovations 2,580,000 Parks Playground Equipment 393,800 Tourism Historic Building Preservation 250,000 Schools HVACReplacements 1,539,120 Schools SchoolBus ReplacementCycle 1,317,538 Schools PropertyIdentification Marquee Signs 50,802 Schools Casework Replacements 80,000 Subtotal 8,232,570 Less Other Funding Sources (2,814,750) NetCostwith Inflation Contingency 5,634,533
  • 20.
    Project Scoring 20 Department ProjectTitle Year One 2026 Combined Average Score Pay Go/Debt Engineering GVFR Station 1 Replacement 17,389,796 10 DebtFinanced Engineering E911 UPSBackup BatterySystem Replacement 205,000 9.4 PayGo Facilities Management Replacementfor Finance Plus & CommunityPlus Software 2,000,000 9.3 DebtFinanced Facilities Management Network Overhauland Replacement 157,391 8.9 PayGo Facilities Management PR&T ADA Improvements 114,059 8.6 PayGo Information Technology CountyPaving Program 608,300 8.4 PayGo Information Technology SchoolBus ReplacementCycle 1,317,538 8.4 PayGo Information Technology Gloucester PointBeach Park Renovations 2,580,000 8.3 PayGo Library HVACReplacements 1,539,120 8.2 PayGo Parks Casework Replacements 80,000 8 PayGo Parks Historic Building Preservation 250,000 8 PayGo Parks GHSAthletic Complex Renovation 6,070,487 8 DebtFinanced Parks Generator and A/Cfor Building One 128,000 7.9 PayGo Parks Elevator Replacement& Refurbishment 90,000 7.4 PayGo Tourism Hutchinson House 150,000 7.3 PayGo Schools Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 7.2 PayGo Schools Playground Equipment 393,800 7 PayGo Schools PropertyIdentification Marquee Signs 50,802 7 PayGo Schools Roof Replacement& Refurbishment 65,000 6.3 PayGo Schools Window Replacement- BLDG 2 128,920 5.8 PayGo Parks Athletic Field Lighting 81,250 5.7 PayGo Library New LibraryConstruction TBD N/A DebtFinanced
  • 21.
    21 FY26 PayGo Recommendations NetRequested Cash Spending in FY26 $2,999,935 21 Department Project Title Year One 2026 Engineering E911 UPS Backup Battery System Replacement 205,000 Engineering County Paving Program 498,925 Facilities Management Elevator Replacement & Refurbishment 90,000 Facilities Management Roof Replacement & Refurbishment 65,000 Information Technology Generator and A/C for Building One 128,000 Information Technology Network Overhaul and Replacement 157,391 Parks PR&T ADA Improvements 114,059 Parks Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 Parks Gloucester Point Beach Park Renovations 2,580,000 Tourism Historic Building Preservation 250,000 Schools School Bus Replacement Cycle 1,317,538 Subtotal 5,699,303 Less Other Funding Sources (2,814,750) Net Cost with Inflation Contingency 2,999,935
  • 22.
    CA Recommended FY26Pay Go Projects to Push Back 22 Updated Annual Totals Year 2 2027 Year 3 2028 Year 4 2029 Year 5 2030 Excluding Schools HVAC – Moved to Debt Financed Annual PayGo Including Inflation 6,571,564 7,188,548 5,866,479 7,121,801 Department Project Title FY2026 Cost Engineering Hutchinson House 150,000 $ Engineering County Paving Program 108,300 $ Facilities Management Window Replacement - BLDG 2 128,920 $ Parks Athletic Field Lighting 81,250 $ Parks Playground Equipment 393,800 $ Schools Casework Replacements 80,000 $ Schools Property Identification Marquee Signs 50,802 $ Excluding Schools HVAC-Moved to Debt Financing Total Delayed Requests 993,072 $
  • 23.
    FY26 Financed Recommendations 23 DepartmentProject Title Year One 2026 Information Technology Replacementfor Finance Plus & CommunityPlus Software 2,000,000 GVFR GVFR Station One 17,389,796 Total Project Costs 19,389,796 Long-Term Borrowing and Lease Purchase
  • 24.
    Scores versus Recommendations 24 DepartmentProject Title Year One 2026 Combined Average Score Engineering GVFR Station 1 Replacement 17,389,796 10 Engineering E911 UPSBackup BatterySystem Replacement 205,000 9.4 Facilities Management Replacementfor Finance Plus & CommunityPlus Software 2,000,000 9.3 Facilities Management Network Overhauland Replacement 157,391 8.9 Facilities Management PR&T ADA Improvements 114,059 8.6 Information Technology CountyPaving Program 608,300 8.4 Information Technology SchoolBus ReplacementCycle 1,317,538 8.4 Information Technology Gloucester PointBeach Park Renovations 2,580,000 8.3 Library HVACReplacements 1,539,120 8.2 Parks Casework Replacements 80,000 8 Parks Historic Building Preservation 250,000 8 Parks GHSAthletic ComplexRenovation 6,070,487 8 Parks Generator and A/Cfor Building One 128,000 7.9 Parks Elevator Replacement& Refurbishment 90,000 7.4 Tourism Hutchinson House 150,000 7.3 Schools Beaverdam Dock/Bulkhead/Bridge Replacements 293,390 7.2 Schools Playground Equipment 393,800 7 Schools PropertyIdentification Marquee Signs 50,802 7 Schools Roof Replacement& Refurbishment 65,000 6.3 Schools Window Replacement- BLDG 2 128,920 5.8 Parks Athletic Field Lighting 81,250 5.7 Library New LibraryConstruction TBD N/A
  • 25.
    CA Ranking Notes •Historic Preservation – Grant Supported, Vulnerable Facilities • Generator and A/C for Building One – Only if Grant Funded - $0 to cost to County • Elevator – Risk of Access Restrictions to Building One • Beaverdam Dock/Bulkhead/Bridge Replacements – Existing trail area closed, compounding erosion, expansion of services • Roof Replacement & Refurbishment – Maintenance Needs – Risk of further damage 25
  • 26.
    Replacement of FinancePlus & Community Plus Software 26 Implemented in 2004 Upgraded in 2016 and 2023 Software is now end of life and will eventually be unsupported System of Record for 6 Departments providing core services • Finance, Purchasing, Planning & Zoning, Environmental, Building Inspections, Utilities Timeline of Funding Requests • Initial request in 2015 • Has remained a part of the CIP requests for the last 9 years with exception of FY24, when the Tyler implementation was being completed. Software Projects Previously Funded • EGTS Replacement (Treasurer/Commissioner) Software was fully unsupported by the time it was replaced • Questica Budget Software (Personnel Budgeting) Likely will become obsolete with new system
  • 27.
    Replacement of FinancePlus & Community Plus Software 27 Why Now? • Extended more frequent downtime that cannot be explained by the company • Lack of available support: Company only has one dedicated person that is familiar with the antiquated version of the software we have • Replacement ensures continuity, efficiency, and modernization of critical functions. – Integration with the Treasurer – Integration with payroll – Integration with AMI – Workflow for improved efficiency • Note – all software is now subscription based. There will be an annual fee for any new software – Approx. $500,000 per year.
  • 28.
    Recommended Funding Strategy 28 AdditionalDebt will require an approximately $.015 (1½ cents) tax increase. Use Sales Tax “excess funds” to cover payment of approximately $500,000 a year. Savings by avoiding inflationary costs #2 Debt Financing 5 Year Financing for School HVAC $4,970,196 #3 PayGo Spending PayGo recommended projects $2,999,878 #1 Debt Financing GVFR Station One – 30 Year Financing $17,389,796 5 Year Borrowing for Software $2,000,000 Total $19,389,796 Use approximately $3M of Fund Balance, leaving a reserve of 16% which meets the Fund Balance Policy
  • 29.
    FY26-30 CIP Timeline SeptProject Submission Development Oct CIP Development by Department Heads Oct 22 Project Submissions Due Nov 4 CIP Overview to Planning Commission Dec 5 Planning Commission CIP Discussion Dec 16 Scores Due from Planning Commission Dec/Jan Budget Team Meetings and CIP Draft Development Jan 21 County Administrator CIP Draft Presentation to BOS Feb 4 CIP Public Hearing March 17 CIP Final Recommendation to BOS 29
  • 30.
    Summary of Recommendations PayGo: •E911 UPS Battery System • Elevator Replacement/Refurbishment • Historic Building Preservation • PR&T ADA Improvements • Roof Replacement • Network Overhaul and Replacement • School Bus Replacement Cycle • Beaverdam Dock/Bulkhead/Bridge • County Paving Program (Partial funding) • Generator and A/C for Building 1 (Grant) • Gloucester Point Beach Renovation (Grant) 30 30 Debt Financed: • GVFR Station 1 • FinancePlus/CommunityPlus Software
  • 31.
    31 www.gloucesterva.gov Departments  FinancialServices  Capital Projects Click “Capital Improvement Plan”