Town Council - Regular Meeting

Approval of Minutes

Report of Town Manager

Appearance before Council

Council Comments

Report of Council Committees

Revisions to Agenda

1-P/CD-2-1-1-3-3 Appointment of Members – Local Board of Building Code Appeals (LBBCA)

Two member’s terms on the LBBCA expire on April 30, 2026. All are current members who have agreed to continue to serve on the LBBCA for an additional two-year term. Council is requested to reappoint LBBCA members as follows: James Rose – two-year term to expire on April 30, 2028 Jody Mayhew – two-year term to expire on April 30, 2028.

Award a Contract for Professional Services for the Proposed Rail Stop (roll call)

Over the past several months, staff has been working through the competitive procurement process to select a consulting engineering firm to conduct initial work for the proposed rail stop. The scope is for NEPA environmental work and preliminary engineering tasks awarded through the Federal Rail Administration CRISI grant. Of the nine proposals received and evaluated for project approach and relevant experience, there was one respondent offeror that was clearly more highly qualified and suitable than the others under consideration. This was confirmed in a formal interview process of three finalist firms. Through the evaluation and interview process, AECOM emerged as the most qualified firm. The request for proposals (RFP) stated that a contract may be negotiated and awarded to the offeror that was more highly qualified. The contract consists of an agreement for services, and includes all provisions in the RFP and the respondent’s proposal. The fee is set in the grant award. The contract would go through July 2027.

Budget Amendment for Sale of Surplus Assets to Public Works Maintenance Supplies (roll call)

The Town recently disposed of surplus equipment through the GovDeals online auction platform, resulting in net proceeds of $7,760. This request seeks to move these funds into the maintenance supplies budget in the general properties account to allow the department to purchase new supplies and equipment needed for the maintenance of town properties. This action will increase the maintenance supplies (10044320-560071) budget from its current level of $2,000 to a revised total of $9,760. Staff recommends that Council approve the appropriation of $7,760 in unprogrammed revenue, received from the sale of surplus equipment via GovDeals, to the Public Works maintenance supplies expense account.

Budget Amendment Otter Bus Grant Phase 4 (roll call)

The Town of Bedford has been awarded Phase 4 funding through the Virginia Department of Rail and Public Transportation (DRPT) for the continued operation and expansion of the Otter Bus transit service. This action item requests a budget appropriation for this grant. The Otter Bus service provides public transportation within the Town. Phase 4 of this project continues the multi-year implementation strategy supported by the State. The total project cost for Phase 4 is $193,964, with the Bedford Community Health Foundation (BCHF) funding the required 20% local match.

FY26 Recoveries and Rebates Budget Amendment (roll call)

As of February 25, 2026, several recovery revenue items have been received in the various funds of the Town. These recoveries are primarily from the Town’s insurance carrier, Virginia Risk Sharing Association (VRSA), but also include other parties such as Bedford County and citizens. These items include recoveries for items such as damage to the Ford Truck used for the cemetery, a 2019 Ford Interceptor used in patrol operations, batting cages at Liberty Lake Park (LLP), contribution towards the ballfield project at LLP, donation for street banners, and advertisements for public hearings. The expenses related to these items have been or will be paid by the operating department. Staff is requesting a budget amendment to appropriate the revenue and expense of these items to the appropriate general ledger accounts.

FY26 Budget Amendment for Central Virginia Business Coalition Sponsorship (roll call)

This request is to approve a budget amendment for the Central Virginia Business Coalition (CVBC). While the contribution was originally allocated $5,000 in the adopted FY26 budget, the sponsorship was subsequently elevated to a higher tier to ensure greater community visibility and support. This increase contributed towards Centerfest, Parades, and potential new events by the CVBC. This action requires an appropriation of additional funds to the Central Virginia Business Coalition account for the $7,500 payment. Staff recommends utilizing remaining contingency funds for this purpose.

FY26 Budget Amendment for Emergency Chiller Replacement (roll call)

The existing HVAC chiller unit serving the main municipal building has suffered a catastrophic mechanical failure. Following a technical assessment by Public Works and Select Air, the unit has been deemed beyond economical repair due to its age and the extent of the damage. As this building houses essential government operations, public meeting spaces, and administrative offices, a functional climate control system is critical for both equipment preservation (servers/records) and the health and safety of staff and citizens. The estimated cost for the replacement unit, including expedited shipping and professional installation, is $30,000. The Finance Department has identified two sources of unbudgeted revenue to cover this expenditure without impacting the General Fund’s existing contingency reserves: 1. Personal Property Tax Surplus: Revenues exceeding original FY projections due to higher-than-anticipated vehicle valuations. 2. Sale of Assets: Proceeds from the final payment of the Chamber of Commerce Building. Staff recommends approval of a budget amendment to proceed with issuing a notice of emergency award for the chiller purchase and repair.