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04-02-2010 Special Meeting SPECIAL MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SECOND DAY OF APRIL IN THE YEAR TWO THOUSAND AND TEN PRESENT: Phillip A. Bradshaw, Chairman Thomas J. Wright, III, Vice - Chairman Al Casteen Stan D. Clark JoAnn W. Hall Also Attending: A. Paul Burton, Interim County Attorney W. Douglas Caskey, County Administrator Carey Mills Storm, Clerk Chairman Bradshaw called the special meeting to order at 4:00 p.m. for the purpose of the Board conducting a work session on the FY2010 -11 Budget. Chairman Bradshaw called for Approval of the Agenda. Chairman Bradshaw suggested that the agenda be as follows: Item (A), consideration of a National County Government Resolution; Item (B), information concerning the upcoming VACo regional meeting; Item (C), information regarding shared services and consideration of a capital request from the Schools; Item (D), presentation of the Capital Budget; and Item (E), a closed meeting, Supervisor Clark moved that the order of the agenda be approved. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. /1 County Administrator Caskey presented a Resolution to Recognize National County Government Month for the Board's consideration. Supervisor Wright moved that the following Resolution be adopted: RESOLUTION TO RECOGNIZE NATIONAL COUNTY GOVERNMENT MONTH WHEREAS, the nation's 3,068 counties provide a variety of essential public services to communities serving 300 million Americans; and, 1 WHEREAS, Isle of Wight County and all counties take seriously their responsibility to protect and enhance the health, welfare and safety of its residents in sensible and cost- effective ways; and, WHEREAS, county governments are integral to America's healthcare system and are unique in their responsibility to both finance and deliver health services through public hospitals and clinics, local health departments, long -term care facilities, mental health services and substance abuse treatment, and coverage programs for the uninsured; and, WHEREAS, as employers, counties provide health insurance benefits to nearly three million county employees and their retirees nationwide; and WHEREAS, the National Association of Counties is the only national organization that represents county governments in the United States; and WHEREAS, since 1991 the National Association of Counties has encouraged counties across the country to actively promote county government programs and services to raise public awareness and understanding about the roles and responsibilities of the nation's counties to meet the needs of the community; and WHEREAS, the National Association of Counties and Isle of Wight County are working together to Restore the Partnership among all levels of government to better serve American communities. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the month of April be recognized as National County Government Month. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. // Chairman Bradshaw distributed copies of the County's proposed legislative position, prepared by Mr. Robertson, which is to be presented at the VACo spring meeting on April 16, 2010 at the Airfield 4-H Center in Wakefield. He requested the Board members to review the draft and advise him of any issues they would like included at the Board's April 15, 2010 meeting. Supervisor Clark requested that the issue of reduction of per diem for jails be included in the list. // 2 Chairman Bradshaw notified the Board that the School Board had passed a motion directing its Finance Committee to meet with the Board of Supervisors' Finance Committee to discuss streamlining govenunent and opportunities for shared services. He advised that such meeting has been scheduled for Thursday, April 15, 2010 at 7:00 a.m. at the Windsor Town Hall. // Chairman Bradshaw distributed a copy of a letter from the School Board Chairman requesting that the Windsor Middle School project be reinstated in the County's Capital Improvements Plan. He stated that the capacity of the proposed school, its square footage, its location and certain demographics have not yet been communicated to the Board. Chairman Bradshaw moved that County Administrator Caskey be directed to draft a letter, under his signature, on behalf of the Board to the School Board Chairman requesting that a Task Force Committee be formed composed of Supervisor Wright and he, the Finance Committees of the two (2) Boards, the School's Construction Project Manager, the Mayor of Windsor and any citizens that the School Board might wish to appoint to discuss what is needed in order to reinstate the Windsor Middle School into the County's Capital Improvements Plan for presentation to the Planning Commission. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. /1 Chairman Bradshaw advised that the numbers in the School Budget under the revenue summary with respect to local funds are not equal to those in the County's FY2008 -09 Budget and that it also did not contain any detail with respect to expenditures. Chairman Bradshaw moved that the County Administrator be directed to request that the School Superintendent provide a detailed operating expenditure budget for the Schools. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. /1 Ron D. Reck, Director of Budget and Finance, briefed the Board on the County's FY2010 -11 General Operating and Capital Budget, which represents a shortfall of revenues over expenses of approximately $2.4 million. He advised that contained in the document are recommended options for balancing the Budget. 3 Gerald H. Gwaltney, Commissioner of the Revenue, notified the Board that a sample assessment of 2,400 land parcels had been conducted by the County's appraisal firm, which indicated a 5 -6% decline in assessments over the current year. Chairman Bradshaw requested Mr. Reck to verify that the Consumer Utilities Tax is parallel with the E -911 Budget. Chairman Bradshaw requested that Mr. Reck follow up on the County's cost associated with the redundant E -911 Center. He commented that the expenditures should equal the amount of the permit fees and he recommended further review. Chairman Bradshaw recommended that Mr. Reck speak with the Clerk of the General District Court and request additional information regarding Court fines. Joseph R. Chase, Chief of Emergency Services, addressed the Board regarding the possibility of implementing billing associated with rescue calls in- house. Chairman Bradshaw requested that Mr. Chase prepare a Board report concerning in -house billing for rescue calls for inclusion in the Board's April 15, 2010 agenda. Chairman Bradshaw requested that Mr. Reck contact VACo concerning revenue for the Commonwealth, State Aid to Localities. He noted that expenditures related to the lease for the Health Department and Social Services buildings are included in the Budget, but not the revenues that the County is receiving as it owns those buildings. It was the consensus of the Board members to take the proposed budget under consideration. /1 Interim County Attorney Burton requested a closed meeting pursuant to Section 2.2- 3711.A.7 of the Freedom of Information Act concerning consultation with legal counsel requiring the provision of legal advice pertaining to the FY2010 -11 proposed Budget. Supervisor Casteen moved that the Board enter the closed meeting for the reason stated by Interim County Attorney Burton. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Clark, Casteen, Hall and Wright voting in favor of the motion, and no Supervisors voting against the motion. 4 Supervisor Casteen moved that the Board return to open session. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Clark, Casteen, Hall and Wright voting in favor of the motion, and no Supervisors voting against the motion. Supervisor Casteen moved that the following Resolution be adopted: CERTIFICATION OF CLOSED MEETING WHEREAS, the Board of Supervisors has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and, WHEREAS, Section 2.2- 3712.D of the Code of Virginia requires a certification by this Board of Supervisors that such closed meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors. VOTE AYES: Bradshaw, Casteen, Clark, Hall and Wright NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 11 County Administrator Caskey called the Board's attention to the budget balancing options contained in the budget for the Board's consideration. Supervisor Clark remarked that the Sheriff's Department is already understaffed and the County does not need any less law enforcement personnel. He further stated that he did not recommend reducing any fire and rescue personnel either. Chairman Bradshaw requested that Mr. Reck advise which items in the budget are Federal or State mandated. 5 Chairman Bradshaw requested that Mr. Reck advise what is State or local revenue funds with regards to the Constitutional offices. Supervisor Clark commented that the Board previously indicated to the Clerk of Circuit Court's office that the County would make up for State shortfalls with County supplements. He advised that it was indicated to the Clerk of Court at that time that funding from the County is not to be considered permanent and requested that Mr. Reck advise to what degree County supplements have been continued from last year. Chairman Bradshaw advised that certain positions within the Treasurer and Commissioner of Revenue's office were funded based on the generation of revenue and he is not in favor of eliminating those positions. // Chairman Bradshaw reminded the Board that on April 6, 2010 at 7:00 p.m., the Economic Recovery Committee will be conducting a Town Meeting at the Workforce Center to provide an update on the status of Committees. // At 5:20 p.m., Chairman Clark moved that the Board adjourn its meeting. The motion was adopted by a vote of (5 -0) with Supervisors Bradshaw, Clark, Casteen, Hall and Wright voting in favor of the motion, and no Supervisors voting against the motion. _.--,-:„,;',.___ ' . ' : A. Bradshaw, Chairman . arey 1 ills Sto , Clerk 6