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TAC staff report regional spend-down; members ask for clearer VDOT actuals vs. estimates
Summary
CVTA TAC staff presented a regional spend-down summary showing reimbursements to date and noted most localities have submitted updates; members asked staff to show actual expenditures rather than estimated quarterly schedules and to clarify how VDOT-administered projects are displayed.
CVTA TAC staff presented an updated regional spend-down summary on July 14 and asked member localities to confirm outstanding entries so the summary sheet can be finalized and shared.
Chet (CVTA staff) said, “we have received updates or confirmation of no updates from everyone except for Charles City at this point,” and provided a snapshot described as “updates as of July 10.” The summary flagged recent reimbursements: Chet said Chesterfield had about $2,600,000 in reimbursements to date, and VDOT-administered design-build reimbursements through Hanover County were about $8,100,000 as reflected on the summary shown to members.
Members requested more clarity about how VDOT-administered projects appear in the regional summary. One staff explanation: “we have a tab that VDOT is updating... rather than assign those funds and the projects to VDOT, we split it out in terms of which locality the project was actually taking place in.” The presentation showed VDOT-administered projects mapped to the localities where construction occurs, rather than attributing them to VDOT in a single column.
TAC members asked staff to move from estimated quarterly allocations to reporting of actual expenditures where available. One member said, “everything that's passed, I would recommend that we show reflect as actual expenditures.” Staff agreed to verify current-year actuals and to update the summary spreadsheet for all nine jurisdictions after confirming an outstanding update from Charles City.
Why it matters: The spend-down summary is the TAC's working tool to track regional allocations, reimbursement requests and the pace of project spending. Members said more frequent, clearer reporting—showing actuals versus estimates and carrying revisions to Appendix A/project schedules—will improve fiscal oversight and the ability to reprogram funds if projects do not advance as expected.
Next steps: Staff will finalize the spreadsheet after confirmation from Charles City and distribute the updated summary to TAC members; staff also said they will add comparison lines showing actuals versus estimates and will post materials to the member portal.
