On the agenda: Danvilleva City Council Work Session — Data Center (Jan 16)

DANVILLE CITY COUNCIL WORK SESSION AGENDA
MUNICIPAL BUILDING
January 16, 2018
7:30 P.M.

MEETING CALLED TO ORDER
MINUTES
A.

Consideration of Approval of Minutes from Regular Work Session held on December 19, 2017.
Council Letter Number CL - 1828.

WORK SESSION ITEMS
A.

Review of General Fund Financials through December 31, 2017.
Council Letter Number CL - 1816.

B.

Review of Public Work's Right of Way Schedule for Maintenance.
Council Letter Number CL - 1804.

PROGRAM UPDATE
COMMUNICATIONS FROM
A.

City Manager

B.

Deputy City Manager

C.

City Attorney

D.

City Clerk
1 of 18

E.

Roll Call

ADJOURNMENT

2 of 18

CL-1825
Work Session Meeting

Meeting Minutes

Item #: A.

Meeting Date: 01/16/2018
Subject:
From:

Consideration of Approval of Meeting Minutes
Susan M. DeMasi, Clerk of Council

COUNCIL ACTION
Work Session: 1/16/2018
SUMMARY
Consideration of Approval of Minutes from Regular Work Session held on December 19, 2017.
Council Letter Number CL - 1828.

Attachments
Meeting Minutes

3 of 18

December 19, 2017

A Regular Work Session of the Danville City Council convened on December 19, 2017 at 8:23
p.m. in the Fourth Floor Conference Room of the Municipal Building. Council Members
present were: James B. Buckner, Mayor John B. Gilstrap, Vice Mayor Alonzo L. Jones, Dr.
Gary P. Miller, J. Lee Vogler, Jr., Sherman M. Saunders, and Madison J.R. Whittle (7). L. G.
“Larry” Campbell Jr., and Fred O. Shanks, III were absent. (2)
Staff Members present were: City Manager Ken Larking, City Attorney W. Clarke Whitfield
Jr., and City Clerk Susan M. DeMasi. Deputy City Manager Earl B. Reynolds was absent.
Mayor Gilstrap presided.
MINUTES
Upon Motion by Council Member Buckner and second by Council Member Miller, Minutes of
the Regular Work Session held on November 21, 2017, and Council Retreat held on October
15, 2017 and October 16, 2017 were approved as presented. Draft copies were distributed
to Council Members prior to the Meeting.
WORK SESSION ITEMS
Mayor Gilstrap noted an item needed to be added to the Agenda as Work Session Item A, to
discuss the process for signage entering the City, for Wendell Scott. Council Member Vogler
moved to add the new Item, the Motion was seconded by Vice Mayor Jones and approved
unanimously.
DISCUSSION OF ADDING SIGNS IN THE CITY
Mayor Gilstrap noted they heard the presentation at the Regular Meeting and would like
Council to establish the process. Mayor Gilstrap noted he does not support keeping the same
Memorial Commission for this task; this is entirely different, it is not the naming or renaming
of any building. City Attorney Clarke Whitfield noted the Code is very specific in Section 241, that the Mayor can establish a specific committee for a specific purpose, for a specific time
period that would then report back to Council. Mayor Gilstrap questioned if that could be all
Council members and Mr. Whitfield confirmed it could, it is for the Mayor to appoint.
Mayor Gilstrap stated he thought a discussion was needed because some Council Members
have expressed opposition to this. Mayor Gilstrap noted he would like to have a process,
have Council Members to look at it, study it and bring a report back to Council. Mr. Whitfield
explained he could appoint as many members as he wanted, but he does need to designate
a Chairman if he is going under the special committees powers that he has. Council Member
Miller noted the City doesn’t have anything like this and needs to establish some ongoing rule
for putting up signs. Mayor Gilstrap also noted the City does not have control over all
locations, some of them are State owned, and the City has no control over that. City Manager
Ken Larking noted it was his understanding, the bypass in particular, that VDOT is the
organization that would be putting signs up and the City would have to get approval from them
for any signage on the 29 bypass. Mr. Larking stated it wouldn’t hurt to look into this and to
ask them about the procedure.
Mayor Gilstrap suggested the Committee be appointed and add someone from Community
Development or Planning that is familiar with the sign ordinance, and add three council
members. Mr. Whitfield noted the meetings would have to be advertised.

4 of 18

December 19, 2017

Vice Mayor Jones noted Council Members seemed excited about this, and asked if Council
could do a straw poll, if there is enough, move it forward. Mayor Gilstrap stated there are two
Council Members not present and does not know how either of them feel, but it is a Council
decision. Mr. Vogler suggested a straw poll, not to make a final decision, but to direct staff to
come back to Council with how it would look. Council can have the full, final discussion about
the details, and then make a decision to put it on the agenda.
Mayor Gilstrap noted Wendell Scott and his family are not the only famous people in Danville,
and stated he is sure the Camilla Williams family will feel as strongly as the Wendell Scott
family that she was known worldwide for her opera voice. That the Herman Moore family will
feel as strongly as the Scott family, that is deserving of recognition; Mayor Gilstrap stated he
does not think it is as simple as one family making a presentation. There are twenty other
families that Council will hear from. Council Member Saunders noted Mayor Gilstrap is right,
and is thinking what is the decision, is it to put up signs at five points in the City Danville. Is
Council talking about cost, approval, process, has Council asked the staff to look at a process
when Council does this, and Council wants as much public support as possible.
Mayor Gilstrap noted the process is for the Mayor to appoint a special committee for a specific
purpose and timeframe; that is the process he was beginning to initiate. Mayor Gilstrap asked
Mr. Saunders to serve on it along with Mr. Vogler, Mr. Buckner, and will ask Mr. Shanks, and
Mr. Whittle. Mr. Gillie will be staff support and Mr. Saunders will be the Chair. The committee
will report back to Council and gave direction that he is asking for: to study all the possibilities
of the names that may have to be added to this or just the one and the cost. Because of the
holidays it may be difficult to meet, can they shoot for the second meeting in January.
CONSIDERATION OF APPOINTMENTS TO BOARDS AND COMMISSIONS
Vice Mayor Jones noted the Committee on Appointments makes the following
recommendations:
Building Code Board of Appeals:

Reappoint:

Jeffrey L. Bond and Arthur Craft

Employee Retirement System:

Reappoint:

Linwood Wright and Gus
Dolianitis

Fair Housing Board:

Appoint:

Gary Wasson

Planning Commission:

Appoint:
Reappoint:

Steve Petrick
Manuel Dodson

Council had no objections to the recommendations and the Appointments will be put on the
next Council agenda.
REVIEW OF FISCAL YEAR 2017 AUDIT RESULTS
Director of Finance Michael Adkins noted Norman Yoder from Brown, Edwards, the City’s
independent auditor was present. They have completed the City’s Audit and there are three
documents for Council, the first is the CAFR which contains the June 30 statements along
with the Audit Report, the Letter to Management and a Review of Internal Controls. Mr. Yoder
has comments to share with Council.

5 of 18

December 19, 2017

Mr. Yoder noted he is required to report to Council about the Audit; the Audit started in the
summer and it went very well. Mr. Yoder noted there was a clean opinion, as the City has
had in the past, with fewer findings than it has had since they started doing the audit several
years ago; that would indicate progress in the area of internal controls. The management
team has worked on a lot of the recommendations and has made good progress with those.
Mr. Yoder stated he appreciated the cooperation and help they receive from the City’s staff,
does not feel there is anything specifically he needs to review with Council but if Council has
any questions or comments he will be glad to answer them.
Mr. Whittle questioned Uncorrected Misstatements and Mr. Yoder noted he is referring to a
letter where the auditors cover some required communications and in that letter, one of the
things they communicate is any immaterial or past adjustments. These are things that may
crop up towards the end of the audit; the finance team decides not to record an adjustment in
the current financial statement, but they have to be listed.
Mr. Adkins noted these cases deal with estimates. In the case of the item with respect to
damage to a dam, when the City was doing the financials, staff had no idea how much money
the City would receive from insurance, so staff didn’t book anything. But the auditors said the
City has a minimum, they will receive at least a certain amount and should book at least that
much. The other case that was pointed out was health insurance, it is an estimate of how
many claims have been incurred by the employees that they don’t know about yet. Last year,
that number from the insurance consultant looked high, but staff had nothing to compare it to;
as time went on, staff could see that it was too high. The claims the City actually got in were
not that much.
Mr. Yoder noted, bottom line, these are immaterial, the auditors track them internally in
conducting the audit so they can measure whether misstatements are accumulating and
heading in one direction or another. Mr. Larking explained the purpose of the Financial
Statement is to fairly represent what has happened; if there are discrepancies that occur
because of estimates that had to be made, this outlines those discrepancies.
Council thanked Mr. Yoder for his presentation.
REVIEW OF GENERAL FUND FINANCIALS THROUGH NOVEMBER 30, 2017
Director of Finance Michael Adkins reviewed the Financial Statements which mark five months
into the new fiscal year or 42% complete. General Fund revenues are good with nearly $37M
at the end of November and 36% of budget, which is usually where the City is at this point in
the year. There was an increase with the Real Estate Tax increase; the City saw about $1.3M
more in revenues compared to last year at this time. Mr. Adkins noted he looked at real estate
collections as of today, they were due on December 5, 2017, and the City has collections of
$8.4M, right at 50% of budget which is where the City should be at the end of the month.
Personal Property is also on track, not at 50% because the City does not receive all of the
State’s share of that equally throughout the year, but is where it should be. Local taxes still
show increases over last year with $8.6M collected in local taxes through November with
increases in Sales, Meals and Lodging Taxes. They were small, ranging from $38,000 to
$71,000 above last year; all three are either right at or over budget. Mr. Adkins noted all the
other revenue categories, which are mostly state and federal funding, are on track with budget
and comparable to last year.

6 of 18

December 19, 2017

On the Expenditure side, the Departmental Expenditures were only at 39% of budget at the
end of November, with 42% of the year complete; the City continues the trend of
underspending the budget. The Non-Departmental is also right at budget, that is where the
group health insurance is accounted for; it is good news that the group health insurance is
following budget this year where it exceeded budget last year. Mr. Adkins stated the big
change this year is the Transfer to Schools; the Schools spend Federal, State and Local
money. This year, their receipt of Federal funding is delayed so they are spending more local
money; the City has actually transferred about two-thirds of their budget to them already. Mr.
Adkins noted they will only transfer up to the budget; usually the deficit at this point of the year
is about $14 to $15M because they are spending equally through the year.
Mr. Adkins noted he left a handout for Council, Proposed Changes to Financial Policy, with
highlighted text, that he would like to bring to the second business meeting in January. Mr.
Adkins explained the first change has to do with the Utility contributions to the General Fund.
For some time, the Danville Utility Commission has been asking about the transfer policy. The
current policy does not allow for any decrease in that transfer from the Utility Funds, and states
the transfer can be increased if there is an increase in the investment in fixed assets by the
Utility Funds, but there is no possibility of a decrease. In talking and working with them, Mr.
Adkins noted he believed this would ease that need, has highlighted the language that would
be included and any language that would be taken out. If that calculation used shows that a
decrease is warranted, then the transfer could be reduced, but no more than 1%. The worst
case scenario, every utility fund, the City has five, if every one of those funds showed a
decrease in fixed assets over a five year period, the maximum decrease to the budget would
be 1%, which would be about $150,000. That is the proposed change for that policy.
Mr. Adkins noted the other proposed change is an addition, not a change in the policy and
has to do with the National Resource Group that is helping the City with the five year financial
plan. One of the requirements of receiving that grant and working with them, is that the City
have a policy which insists the City have a multi-year financial plan. Mr. Adkins noted the
language he proposes to add basically states the City will be adopting some type of five year
financial plan that includes a balanced budget, and also looks at the effect on the City’s
unreserved fund balance as those plans are made. It is a formality to put this into the policies
to meet the requirements the grant.
Council had no objections to the changes in policy.
REVIEW OF CITY COUNCIL POLICY ON RECOGNITIONS
Assistant to the City Manager, Amanda Paez noted she distributed a handout, Danville City
Council Guidelines for Recognition. Ms. Paez noted the list of examples is not exhaustive,
these were just some examples to go over each type of recognition. The most important thing
to point out is that ultimately the Mayor decides what gets recognized and how it is recognized;
these are general guidelines to help the office go through the recognition process and create
the documents. Mayor Gilstrap noted he requested this, he gets many requests and had
requested some guidelines.
Council agreed to put this on an upcoming Council business agenda.

7 of 18

December 19, 2017

PROGRAM UPDATE
Mr. Larking stated he had a meeting with Mark Ferrell from the Virginia Attorney General’s
Office last week regarding assistance they would like to provide the City with regard to the
implementation of the City’s Comprehensive Gang Model. They are looking at giving the City
about $100,000 toward implementing that program. Mr. Larking noted they tried to get a grant
to help pay for the Project Coordinator; staff had put together a budget to submit to them for
consideration, to set them up in an office, supplies, everything they would need in order to
begin the process of implementing the Comprehensive Gang Model. Human Resources has
developed a job description for the position and specific tasks they would need to accomplish
such as seeking additional funding for the program to make sure it was sustainable going
forward, to help the youth and those involved in gang activity. Mr. Larking noted he is
requesting Council’s approval to apply for the grant and look at trying to advertise the position
in anticipation of getting the funding. Mr. Gilstrap noted he has no problem as long as the
person that accepts this job realizes that it will terminate when funding terminates. Council
had no objections.
COMMUNICATIONS
Mr. Saunders requested staff look into small tokens to present to guests who come to the City
and Mayor Gilstrap noted his agreement.
Mr. Vogler questioned the status of the Data Center tax cut and Mr. Larking noted it is still
being researched by staff, it will come to a work session, a public hearing will need to occur
and Council will have to decide if it is something they want to have done immediately or during
the budget process.
MEETING ADJOURNED AT 9:28 P.M.
APPROVED:

ATTEST:

______________________________
MAYOR

______________________
CITY CLERK

8 of 18

CL-1816
Work Session Meeting

Work Session

Item #: A.

Meeting Date: 01/16/2018
Subject:
From:

General Fund Financial Update as of December 31, 2017
Michael Adkins, Director of Finance

COUNCIL ACTION
Work Session: 01/16/2018
SUMMARY
A brief summary of General Fund financial results through December 31, 2017 will be given.

Attachments
Financial Statements

9 of 18

To:

Ken F. Larking, City Manager

From:

Michael L. Adkins, Director of Finance

Date:

January 5, 2018

Subject: Summary of Preliminary General Fund Financial Results for December 31, 2017
After completing the first half of fiscal year 2018, revenues are very comparable to the
previous year, showing a slight increase of 1%. As of December 31, General Fund
revenues were $46,071,092. This represents 45% of our FY 2018 budget. Last year, at
this time, we had collected $45,658,136, or 46% of budget. The increase in revenue is
primarily due to increased collections along with the increased real estate tax rate.
With tax bills due December 5, we saw steady collection activity in the General Property
Tax category this month. Current year real estate tax collections were $8.6 million at
December 31. This is an increase of nearly $800,000 over the prior year, primarily
related to the tax rate increase as previously mentioned. We continue to see steady
performance in the collection of delinquent real estate taxes compared to budget this
year with $463,043 realized through December. This accounts for 46% of the current
year’s budget. Personal property taxes are also performing well with $5 million received
through December 31. This represents 44% of the FY 2018 budget and reflects an
increase of $227,000 over last year at this time.
Local taxes collected through December 31, were $10.2 million, or 40% of budget. This
is very comparable to FY 2017, showing a slight increase of $129,000 over last year.
Sales tax collections through December amounted to $4.3 million, or 49% of budget, an
increase of nearly $44,000 over last year. Meals taxes collected for the first half of the
fiscal year amounted to $3.8 million, or 50% of budget, an increase of $42,000 over last
year. Business Licenses realized at the end of December were $693,804, showing a
decrease of $24,000 from the previous year. Lodging taxes received as of December
31, were $514,359, or 52% of budget, an increase of $53,000 over the prior year. All
other revenue categories are performing well at this point in the fiscal year and any
notable variances between the current and prior years relates to timing.
Expenditures at December 31 were $63,801,309, or 56% of budget. This is an increase
of $5.9 million compared to December 31, 2017, primarily resulting from budgeted
transfers to Danville City Schools. A portion of the increase is a result of a budgeted
increase of $2.1 million, with the remaining increase resulting from timing differences.

10 of 18

City Schools requested federal funding later in FY 2018, where last year, federal funds
were received earlier. This has created a need to transfer a larger portion of the
budgeted support to Schools earlier this fiscal year. This timing difference will selfcorrect as we progress into the fiscal year. Departmental expenditures at the end of
December were contained under budget at 47% and show an increase of only about
$484,000 over last year, primarily related to budgeted pay increases and overtime
expense in public safety resulting from vacancies in the Police and Juvenile Detention
divisions.
Total General Fund expenditures exceeded revenues by $17,730,218. This is typical
for the first part of the fiscal year in the General Fund because the timing of the revenue
recognition is not matched with expenditures. The accelerated transfers to Schools has
also created more of a deficit than usual at this point in the year. As mentioned in the
October and November review, the gap was expected to close with tax collections in
November and December. The General Fund recovered $6.5 million of this deficit
during the months of November and December. This gap should continue to close as
we progress through the fiscal year, which will help to restore the fund balance in the
General Fund. For now, the General Fund is performing as expected.

11 of 18

CITY OF DANVILLE, VIRGINIA
GENERAL FUND REPORT
50% OF YEAR LAPSED AS OF DECEMBER 31, 2017
**PRE-CLOSING FIGURES - SUBJECT TO CHANGE - UNAUDITED**

REVENUES:
Property Taxes
Other Local Taxes
License Permits & Privilege Fees
Fines & Forfeitures
Revenue From Use Money & Property
Charges For Services
Miscellaneous Revenue
Recovered Cost
Non-Categorical Aid
Shared Expenses (Categ. Aid State)
Categorical Aid (State)
Emergency Services (Federal)
Categorical Aid (Federal)
Transfers From Utilities
Transfers From Other
TOTAL REVENUES
EXPENDITURES:
General Government Administration
Judicial Administration
Public Safety
Public Works
Health, Education, Welfare & Soc. Svc.
Parks, Recreation & Cultural
Community Development
Non-Departmental
Transfer to Schools - Operating
Transfer to Capital Projects
Transfer to Other Funds
TOTAL EXPENDITURES

Budgets &
Appropriations For
Current Year

Actual
Revenues & Expenditures
For Year-to-Date

$

$

$

$

$

Revenue over(under) Expenditures
FUND BALANCE:
Beginning Fund Balance 07/01/2017
Revenue over(under) Expenditures
Ending Fund Balance 12/31/17

30,721,540
25,655,000
229,890
447,450
1,182,410
3,558,570
125,000
5,361,660
6,092,720
4,873,810
9,234,440
27,020
15,019,000
102,528,510

8,686,523
6,580,418
29,296,928
4,691,932
9,172,600
5,160,480
2,288,765
11,943,410
26,299,534
5,466,450
4,145,390
113,732,430

$

$

14,689,510
10,162,135
111,226
160,931
535,258
1,722,456
53,673
2,366,147
2,890,169
2,085,188
3,784,898
7,509,500
46,071,092

$

4,492,377
3,377,118
14,277,231
2,041,085
3,620,427
2,208,167
1,219,824
5,755,292
18,956,973
5,466,450
2,386,364
63,801,309

$

$
$

Percent
Realized/Expended
This Year

Encumbrances

47.82%
39.61%
48.38%
35.97%
45.27%
48.40%
42.94%
44.13%
47.44%
42.78%
40.99%

Balance to be
Realized/Expended

Actual
Revenues & Expenditures
At This Date Last Year

$

$

0.00%
50.00%
44.93%

51.72%
51.32%
48.73%
43.50%
39.47%
42.79%
53.30%
48.19%
72.08%
100.00%
57.57%
56.10%

$

$

$

$

(17,730,218)

$

(12,282,413)

42,975,385
(17,730,218)
25,245,168

$

48,992,907
(12,282,413)
36,710,494

$

4,064,288
3,200,239
14,740,809
2,405,530
5,538,285
2,902,121
970,428
6,183,118
4,479,040
1,759,026
46,242,883

$

$

13,775,393
10,033,005
120,468
166,772
779,917
1,807,129
40,598
2,348,180
2,929,251
2,291,099
3,951,324
7,415,000
45,658,136

4,132,806
3,265,242
13,918,489
2,009,409
3,851,311
2,331,588
1,243,163
6,009,067
12,564,675
4,677,685
3,937,114
57,940,549

$

129,857
3,061
278,888
245,317
13,887
50,193
98,513
5,000
2,863,521
3,688,238

16,032,030
15,492,865
118,664
286,519
647,152
1,836,114
71,327
2,995,513
3,202,551
2,788,622
5,449,542
27,020
7,509,500
56,457,418

$

Composition of Fund Balance:
Reserved for Encumbrances/Designated Funds
Unassigned

$

9,940,195
15,304,973

$

12,296,160
24,414,334

TOTAL FUND BALANCE 12/31/17

$

25,245,168

$

36,710,494

12 of 18
1/5/2018

City of Danville, Virginia
Summary of Other Local Tax Revenues ‐ PRE‐CLOSING ‐ UNAUDITED
For the period ending December 31, 2017 (year to date)
Current
Budget

Description
Sales Tax
Business Licenses
Meals Tax
Utility Taxes
Vehicle License Fees
Bank Stock Tax
Recordation Tax
Hotel Motel Tax
Daily Property Rental Tax
Motor Vehicle Tax
DMV Fees

$

8,750,000
5,100,000
7,500,000
978,000
1,000,000
790,000
180,000
990,000
17,000
135,000
215,000

TOTAL

$ 25,655,000

Revenue
Realized
$

Percentage
Realized

Prior Year
Budget

4,282,296
693,804
3,746,779
459,796
214,259
82,968
514,359
10,680
76,217
80,977

48.94%
13.60%
49.96%
47.01%
21.43%
0.00%
46.09%
51.96%
62.82%
56.46%
37.66%

$

8,500,000
5,000,000
7,200,000
986,000
980,000
750,000
160,000
840,000
15,000
126,000
200,000

$ 10,162,135

39.61%

$ 24,757,000

Prior Year
Realized

Percentage
Prior Year

4,238,806
718,168
3,704,486
393,589
230,960
98,596
461,516
10,901
88,895
87,088

49.87%
14.36%
51.45%
39.92%
23.57%
0.00%
61.62%
54.94%
72.67%
70.55%
43.54%

$ 10,033,005

40.53%

$

13 of 18

CITY OF DANVILLE, VIRGINIA
GENERAL FUND
COMPOSITION OF FUND BALANCE
PRELIMINARY - AS OF DECEMBER 31, 2017

Beginning Total Fund Balance, July 1, 2017

$ 42,975,385.04

Add: General Fund Revenues

46,071,091.58

Deduct: General Fund Expenditures

(63,801,309.11)

Ending Total Fund Balance, December 31, 2017

Composition of Fund Balance:
Restricted for Commonwealth Attorney
Restricted for Police Department
Restricted for Fire Department
Committed for Sheriff's Department
Committed to Schools
Committed to Budget Stabilization
Committed for GWHS Stadium
Committed budget of Fund Balance FY2018
Assigned to Sheriff's Department
Assigned to Community Development Dept.
Assigned for Encumbrances
Assigned for Tobacco Repayments
Nonspendable (Inventory and Prepaids)
UNASSIGNED
Total Fund Balance, December 31, 2017

Unassigned fund balance from above

$ 25,245,167.51

$

92,874.19
67,434.66
79,284.45
2,230.71
922,053.29
3,000,000.00
1,300,000.00
153,249.98
18,559.60
12,841.03
3,688,238.09
386,250.00
217,178.79
15,304,972.72
$ 25,245,167.51

$ 15,304,972.72

Unassigned Minimum per policy
(20% of General Fund Operating Revenues)
based on FY 2018 budget

20,491,036.00

Current surplus (deficit) over (under) minimum

$ (5,186,063.28)

14 of 18

Local Taxes

Sales Tax

27,500,000
25,000,000

10,000,000
25,655,000
9,000,000

22,500,000

8,000,000

20,000,000

7,000,000
Budget

6,000,000

15,000,000

Budget

12,500,000

Current
10,162,135 10,033,005

10,000,000

Dollars

Dollars

17,500,000

Current

5,000,000

4,282,296 4,238,806

4,000,000

Prior

7,500,000

3,000,000

5,000,000

2,000,000

2,500,000

1,000,000

‐

Prior
Target

‐
As of December 31, 2017

As of December 31, 2017

Meals Tax
8,000,000

8,750,000

Lodging Tax
1,200,000

7,500,000

7,000,000
1,000,000

990,000

6,000,000
800,000

4,000,000

Budget
3,746,779 3,704,486

Current
Prior

3,000,000

Target

Budget
Dollars

Dollars

5,000,000

Current

600,000
514,359

461,516

Prior
Target

400,000

2,000,000
200,000
1,000,000
‐

‐
As of December 31, 2017

As of December 31, 2017

15 of 18

Total Revenues
(excluding bonds)
105,000,000

102,528,510

90,000,000

Fund Balance ‐ General Fund
as of December 31, 2017

Dollars

75,000,000
60,000,000

Restricted by Third
Parties
239,593

Budget
46,071,092 45,658,136

45,000,000

Current
Prior

30,000,000
15,000,000
‐
As of December 31, 2017

Unassigned
15,304,973
Minimum = $20.5MM

Departmental Spending
70,000,000

65,877,647

60,000,000

Assigned by
Management
4,105,889

50,000,000

Dollars

Committed by City
Council
5,377,534

Budget

40,000,000
31,236,230 30,752,008

Current
Prior

30,000,000

Nonspendable
217,179

Target

Total Fund Balance $25,245,168

20,000,000

10,000,000

‐
As of December 31, 2017

16 of 18

CL-1804
Work Session Meeting

Work Session

Item #: B.

Meeting Date: 01/16/2018
Subject:
From:

Public Works Right-Of-Way Maintenance Schedule
Richard Drazenovich, Public Works Director

COUNCIL ACTION
Work Session: 01/16/2018
SUMMARY
City Council has recently received inquiries regarding the Public Works schedule for cutting roadside
slopes, alleys, center medians, and grass strips between the property line and the edge of the pavement.
Public Works has prepared a PowerPoint presentation to update Council on the vegetative management
status.
BACKGROUND
Public Works maintains a very high standard for the appearance of the City of Danville rights-of-way.
Maintenance includes mowing, tree pruning, litter collecting, sweeping, landscaping, slope cutting,
spraying, code enforcement, etc.
The City has 316 miles of roads (222 are residential and 94 are arterial/collector).
There are approximately 2,717 commercial and 22,937 residential properties in the city.
The City has 143,850 feet of roadside guardrail.
There are an unknown number of alleys and unopened rights-of-way in the City.
There are approximately 50 locations where medians, planters, interchanges, and plazas are
landscaped at a higher level than just grass.
The following is the schedule for each type of right-of-way vegetative maintenance:
Mowing of Center Medians
Public Works utilizes three, two-man mowing crews with zero-turn mowers to mow center medians on a
schedule of every two weeks as needed between April and October.
Guardrails
Public Works uses a herbicide spray crew and two adult detention crews to cut and spray guardrails three
times during the growing season. The growth is monitored and cut more frequently if needed.
Roadside Slope Management
Roadside slopes are cut a minimum of once per year. Public Works utilizes two adult detention crews to
cut roadside slopes. The slopes have been overgrown with broadleaf trees, sumac, vines, poison ivy, and
thick root masses which make cutting hazardous and difficult. Two years ago, Public Works implemented a
vegetative spraying program to eliminate the thick woody overgrowths and weeds. All slopes have been
cut and are on schedule.
17 of 18

Roadway Edge Cutting
Where there are wooded or undeveloped areas, the roadside edge is cut annually using a boom mower (a
tractor with a cutting head at the end of a 20 ft. arm).
Roadside Medians
The area between the property line and the edge of paving or curb is the responsibility of the adjacent
property owner. Except for slope and edge cutting of wooded/undeveloped areas, the City does not cut
these areas.
Unopened Rights-Of-Way
There are countless unopened rights-of-way or alleys throughout the City. These are mostly paper
streets/alleys and have not been mowed by City crews.
Alleys
There are several alleys in the West End area which were maintained by City crews when refuse collection
was collected from the alleys. The City stopped cutting these alleys when they were no longer utilized.
Drainage Easements
A drainage easement provides that the City’s right to conduct maintenance extends only to those issues
which may interfere with the proper use of the drainage ditch. Unless the overgrowth were to interfere with
the free flow of the water, grass cutting and right-of-way clearing is not done within an easement.
Street Sweeping
Street sweeping is done on a monthly schedule utilizing two sweepers and four drivers. Arterial streets and
the River District are done during overnight hours.
Litter collection
Litter is collected weekly on primaries and interchanges utilizing three crews. Each staffed by one City
employee and three adult detention inmates.

Attachments
No file(s) attached.

18 of 18