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01-11-2011 Joint MeetingJOINT MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE ELEVENTH DAY OF JANUARY IN THE YEAR TWO THOUSAND AND ELEVEN PRESENT: BOARD OF SUPERVISORS Thomas J. Wright, III Stan D. Clark Kenneth M. Bunch Al Casteen JoAnn W. Hall Also Attending: A. Paul Burton, Interim County Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Director of Information Resources and Legislative Affairs Carey Mills Storm, Clerk 1/ // // SCHOOL BOARD David Goodrich, Chairman, Smithfield District Robert Eley, Carrsville District Herbert DeGroft, Hardy District T. Hayes Griffin, Windsor District George Bradby, Newport District Chairman Bradshaw called the joint meeting to order at 6:00 p.m. in the Robert C. Claud, Sr. Board Room. Supervisor Casteen delivered the invocation. The Pledge of Allegiance was conducted. Gerald H. Gwaltney, Commissioner of the Revenue, addressed the Board regarding his FY2011 forecast in the categories of Real Estate, Personal Property and Public Service. He advised that a trend has not yet been established for foreclosures in 2010; however, the fourth quarter depicts the lowest rate in the last five (5) quarters. He advised that reductions are anticipated in the FY12 Machinery & Tools tax due to the closure of International Paper in the amount of $5.1 million; Smithfield Packing in the amount of $464,000; and, Specialty Minerals, Inc. in the amount of $78,000, representing a total estimated reduction of $5.7 million. He advised that in the current year, International Paper Power Plant generates $602,000 and is assessed by the State Corporation Commission; however, the authority to 1 assess the power plant will be transferred to the Commissioner of Revenue in FY12. He advised that shortly, businesses will be reporting their December 2010 Meals Tax payments to the County, which look promising according to the preliminary numbers. He advised that the Lodging Tax is also up and that housing starts appear level. He advised that the Commissioner of Revenue's office has located $234,000 from audits and new initiatives. He advised that the County is exceeding tax revenue targets; there are fewer foreclosures; there are positive signs of activity; and, he is cautiously optimistic that recovery trends are developing. 1/ Judy C. Wells, Treasurer, advised that the County's collection rates for Real Estate and Personal Property are the highest in Hampton Roads. She further advised that pre -pay coupon booklets for the coming year have been mailed for Personal Property and Real Estate and that last year $1.2 million had been collected in that regard. // Responsive to Chairman Wright's recommendation, Supervisor Clark moved to approve the formation of a Committee to formalize the Capital Improvements Plan. The motion was adopted by a vote of (5 -0) with Supervisors Bunch, Casteen, Clark, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. School Board Chairman Goodrich informed the Board that the school system is running behind schedule in formulating its proposed budget due to transitions in personnel which have occurred in the School's Finance Department. Chairman Wright commented that he had addressed the concept of combining certain positions between the County and the School Division with School Board Chairman Goodrich, specifically the position of a Purchasing Agent. School Board Chairman Goodrich recommended that the combining of payroll and benefits also be explored between the two (2) entities. Supervisor Hall recommended fleet maintenance and sharing of the bus garage also be explored. // With respect to the audit, Chairman Wright advised that the County would like to have the School's portion of the audit by the end of January 2011. He offered the County's assistance in order to facilitate the forthcoming of this information. 2 School Board Chairman Goodrich assured that the Board that the School's Finance Department is working diligently to pull together the information that is lacking in the audit. He advised that the main hold up has been the transition between the former Finance Director and the current Chief Financial Officer. 1/ Supervisor Clark inquired when the surveillance system had become inoperable at the Windsor Middle School and did the School Board know that it was inoperable. He stated it is a priority for the School Resource Officer to have a functioning surveillance system. He stated that the school has not been maintained over the years and even if a new school is built, there will be items that need to be done to order to make the school safe for students and staff for the next several years. He inquired if the showers at Smithfield High School are operable. School Board member Griffin advised that the hot water heater at Smithfield High School has been replaced. He offered to check if the showers are operable at Smithfield High School and report back to Supervisor Clark accordingly. He advised that until Smithfield Middle School was built, there were no cameras in the middle schools and that most likely the cameras in the Windsor Middle School were as old as the school itself. He advised that when Windsor Middle School reopened, none of cameras were functioning. Chairman Wright commented that the Board had been apprised that there is no hot water at the Windsor Middle School. School Board member Griffin advised that it is not a requirement other than in the cafeterias to have hot water in the schools unless there are showers in use. He advised that Windsor Middle School has never had hot water in the bathrooms and that it would cost a small fortune to provide such hot water. Supervisor Casteen inquired if security cameras are installed in all County school facilities. School Board Chairman Goodrich replied that functioning security cameras are installed in the high schools and Smithfield Middle School, but not in any of the elementary schools. Chairman Wright inquired how authorities are informed about children with mental health issues who might pose a risk to others. Michael W. McPherson, Superintendent, advised that school staff works with parents of children with disciplinary problems; however, it is the 3 responsibility of parents to seek assistance for their children who have mental health issues. He advised that if the school system begins requiring a parent to seek mental health assistance for their children, there could be legal implications which could result in the school system having to pay the bill for those services. Supervisor Bunch commented that School Resource Officers are a tremendous asset to the school system. Supervisor Clark advised that the Board for the last several years has funded many of the School Resource Officer positions and the Sheriff is currently experiencing personnel and budget issues. He advised that the Board may be allocating additional funds to the Sheriff so that he can fill additional positions. School Board Chairman Goodrich commented that he believes there is a sufficient safety net currently in the school system to deal with students who may potentially have mental health issues. Supervisor Clark requested that a scenario to improve the existing Windsor Middle School be developed and submitted to the Board in case the no- interest loan that the Schools applied for is not approved and funding for a new school can not be provided at this point in time. He commented that either a new school needs to be built or money invested to improve and correct certain issues with the existing school. School Board Chairman Goodrich advised that the School Board will either propose closing the Windsor Middle School which will involve relocating those students to another school or the School Board will be requesting significant funding from the Board in order to bring the existing Windsor Middle School up to par. He advised that the proposal last year was to move the Windsor Middle School sixth grade students to an elementary school and relocate the 7 and 8 graders to Windsor High School. Supervisor Clark stated that he would be interested in knowing what effect that scenario will have on those three (3) age groups when the School Board returns to the Board with the scenarios. School Board member DeGroft suggested that the 2008 demographic study be updated as it was developed prior to the economic downturn and the closure of International Paper, which has had an impact on the growth in the County. 1 / Chairman Wright requested that a joint Town Hall meeting be scheduled with the two (2) boards in April 2011. 4 School Board Chairman Goodrich advised that the School Board would discuss a potential date at its next meeting and advise the Board accordingly. At 6:50 p.m., Supervisor Hall moved that the Board adjourn its joint meeting with the School Board. The motion was adopted by a vote of (5 -0) with Supervisors Bunch, Clark, Casteen, Hall and Wright voting in favor of the motion and no Supervisors voting against the motion. Carey 11'Iills S m, Clerk 5 Thomas J. Wright, III, Chairman