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03-29-2012 Budget Work SessionBUDGET WORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY -NINTH DAY OF MARCH IN THE YEAR TWO THOUSAND AND TWELVE PRESENT: Alan E. Casteen, Chairman JoAnn W. Hall, Vice - Chairman Rex W. Alphin Byron B. Bailey Delores M. Darden Also Attending: Mark C. Popovich, County Attorney W. Douglas Caskey, County Administrator Michael W. Terry, Director of Budget and Finance Donald T. Robertson, Director of Information Resources and Legislative Affairs Carey Mills Storm, Clerk Chairman Casteen called the budget work session to order at 4:00 p.m. and delivered the invocation. The Pledge of Allegiance was conducted. Chairman Casteen requested the Board members to advise him if they support a Golden Crescent Letter involving transportation funding issues being faced by the Commonwealth which was recently discussed by the Hampton Roads Mayors & Chairs. The Board members indicated their support of the letter. Chairman Casteen called for consideration of the following: Resolution to Authorize Proceeding with the Planning and Design of a New Isle of Wight Rescue Squad Facility to be Located at 13080 Great Springs Road, Isle of Wight County, Virginia Supervisor Hall indicated her support of a new facility being built for the Isle of Wight Rescue Squad, but stated that at this time, she feels it is premature for the Board to take action because it does not know where the money to fund same will come from. Supervisor Alphin expressed concern with the County's ability to meet future financial obligations. He affirmed that while a new facility is greatly needed, he did not think it is good procedure to take items out of the Capital Budget before it is, in its totality, brought before the Board, regardless of the need. There are other needs that need to be looked at in conjunction with this, but we do not know how we will pay for it at this time. Supervisor Bailey commented that the project cost will only increase in the future and he wants to build it and there will not be any less need for it in the future. He stated that there is room in the bonds to take care of it. Supervisor Darden stated a mistake was made when the Board did not push for a combined facility and the County will end up spending more money than what is actually gained by going with a combined facility now. She stated the County has already purchased the property on Great Springs Road and it will not get any cheaper to build. She stated by continuing to wait, the County is not serving its citizens and its volunteers. She stated that in the long run, the best thing the Board can do is to proceed with this building. Chairman Casteen agreed with proceeding with this project. He stated demands for emergency services are continuing to increase and the existing building is no longer adequate in size. Supervisor Bailey moved that the following Resolution be adopted: RESOLUTION TO AUTHORIZE PROCEEDING WITH THE PLANNING AND DESIGN OF A NEW ISLE OF WIGHT RESCUE SQUAD FACILITY TO BE LOCATED AT 13080 GREAT SPRINGS ROAD ISLE OF WIGHT COUNTY, VIRGINIA WHEREAS, the Isle of Wight County Board of Supervisors wishes to proceed with the planning and design of the proposed Isle 2 of Wight Rescue Squad facility hereinafter referred to as the "Facility "; and, WHEREAS, the "Facility" shall be located at 13080 Great Springs Road; and, WHEREAS, the "Facility" shall include all the necessary elements for a functioning rescue squad operation, including but not limited to utilities, site work, stormwater management, parking, fueling station, helicopter pad, fire protection, adequate ingress and egress, furniture, fixtures and equipment. NOW, THEREFORE, BE IT RESOLVED by the Isle of Wight County Board of Supervisors that staff is authorized to proceed with the planning and design of the "Facility" utilizing as the template, the Smithfield Volunteer Fire Department plans and specifications developed by ACA Architects/ Steward Cooper Newell Architects in accordance with the agreement dated November 23, 2007; and, BE IT FURTHER RESOLVED that the total project budget for the "Facility" shall not exceed Five Million Four Hundred Seventy Four Thousand dollars ($5,474,000); and, BE IT FURTHER RESOLVED that the County Administrator is hereby authorized to proceed with hiring appropriate professional services in furtherance of the execution of this project in accordance with the Virginia Public Procurement Act and County Policy and is authorized to execute any and all necessary agreements for such services upon review and approval of the County Attorney. BE IT FURTHER RESOLVED, that the County Administrator is authorized to make the appropriate accounting adjustments in the budget and do all things necessary to give this resolution full effect. The motion was adopted by a vote of (3 -2) with Supervisors Darden, Bailey and Casteen voting in favor of the motion and Supervisors Alphin and Hall voting against the motion. County Attorney Popovich presented a proposed Letter of Intent between the County and HOPE Presbyterian Church for the purchase of ten (10) acres of the total 80 acres of property on Great Springs 3 Road. He stated that the price and location of said ten (10) acres is to be determined in the future. Supervisor Bailey moved that the Chairman be authorized to execute the Letter of Intent on behalf of the Board and direct staff to proceed with an appraisal and a survey. The motion was adopted by a vote of (5 -0) with Supervisors Darden, Bailey, Hall, Alphin and Casteen voting in favor of the motion and no Supervisors voting against the motion. County Administrator Caskey requested the Board's consideration of a Resolution to Authorize the Transfer of Personal Property to the Town of Smithfield. Supervisor Hall moved that the following Resolution be adopted: RESOLUTION TO AUTHORIZE THE TRANSFER OF PERSONAL PROPERTY TO THE TOWN OF SMITHFIELD WHEREAS, on March 19, 2012, members of the Isle of Wight County Board of Supervisors and Town Council of the Town of Smithfield, sitting in their capacity as members of the Smithfield Inter- governmental Committee, where presented with a recommendation from the Isle of Wight County Director of Information Technology with a list of security access system hardware no longer in use by Isle of Wight County; and WHEREAS, said list of items where specifically requested to be donated to the Town of Smithfield Police Department for installation and use at their new facility located at 913 South Church Street, Smithfield, Virginia; and WHEREAS, the members of the Smithfield Inter - governmental Committee unanimously agreed to proceed with recommending the transfer of said personal property to the Town of Smithfield. NOW, THEREFORE, BE IT RESOLVED by the Isle of Wight County Board of Supervisors that the County Administrator is hereby authorized to execute, on behalf of Isle of Wight County, any and all documents, as may be necessary, to transfer the County -owned personal property listed in Exhibit A hereto and made a part hereof, 4 and to take any other necessary action in furtherance of this Resolution. The motion was adopted by a vote of (5 -0) with Supervisors Darden, Bailey, Hall, Alphin and Casteen voting in favor of the motion and no Supervisors voting against the motion. // For the Board's discussion and direction, Michael W. Terry, Director of Budget and Finance, presented a preliminary draft budget reflecting a flat tax rate and basic level of services. He advised that the County's Fund Balance should never be considered as a source for revenue. Donald T. Robertson, Director of Information Resources and Legislative Affairs, distributed a revised budget calendar. He advised that final numbers from the State are not in as the General Assembly has not yet adopted the State's budget. He advised that the Commissioner of the Revenue will not have final numbers until after July 2012. A. Katrise Perera, Superintendent of Isle of Wight County Schools, presented the School's proposed budget and shared that the Schools are facing deficits out of its control in the amount of $4.6 million. Phillip A. Bradshaw, Chief Financial Officer, Isle of Wight County Public Schools, presented a breakdown of categories in the School's proposed budget, of which instruction makes up 72% of that budget. Robert Eley, Chairman, Isle of Wight County School Board member, addressed the impact associated with the Virginia Retirement System; the 19 core teacher positions previously funded by Federal grants; the VRS group life retiree health care credit; joint services (Purchasing Agent); and, legal services. Julia Perkins, Isle of Wight County School Board member, addressed the Board regarding increases in the School Board's proposed budget in the areas of instruction; 19 positions which had been added back into the Operating Budget and previously funded by Federal Stimulus funds; VRS; an electronic textbook initiative for 2,000 5 Ipads and digital text books; a proposed administration reorganization; and, special education mandates. Mr. Herb DeGroft, Isle of Wight County School Board member, addressed the Board regarding buses and associated maintenance costs. Mr. Kent Hildebrand, Isle of Wight County School Board member, and Peter Andrew, Director of Operations and Maintenance, addressed the Board on facility operation and maintenance. Denise Tynes, Isle of Wight County School Board member, addressed the Board regarding needed infrastructure for technology upgrades. Chairman Casteen declared a break. The Board returned to open session. Sheriff Mark Marshall addressed the Board regarding increased staffing needs in that office. He requested the Board to fund an additional position, bringing his office up to a total of 45 employees and develop a schedule outlining the timeframe for which the number of employees in his office will be raised to 55. He spoke regarding the need for vehicle replacements, OC spray and supplies, ballistic vests, firearm upgrades, fire extinguishers, fire aid/biohazard PPE, Special Response Team startup, crime scene equipment, uniform duty gear and training programs. He stated that the liability implications are enormous due to a lack of training, equipment and staffing issues. Regarding the proposed Animal Control budget, Sheriff Marshall addressed the Board regarding the Chief Animal Control Officer's position being a sworn Deputy position at a Sergeant's pay grade. He advised that he also desires to turn the open Animal Control Officer's position into a Deputy's position. roll Mr. Terry addressed group life insurance which is paid by the County for all full -time employees at a rate of 2.5 times their salary. H Jerry Hackney, Deputy Chief of the Smithfield Volunteer Fire Department, spoke on behalf of the seven (7) volunteer fire departments and rescue squads. He advised that the Smithfield Volunteer Fire Department previously received $134,110 from the Town of Smithfield which covered fuel for apparatus and utility expenses while in the fire house on Gray Street and which ceased when the Squad had moved into its new facility. He advised the Board that it is becoming increasingly difficult for that organization to operate and that he had turned in a budget request for the upcoming fiscal year that was inclusive of the funds no longer received from the Town of Smithfield. Lee Marshall, Windsor Volunteer Fire Department, advised that the Town of Windsor has also pulled its funding of the Windsor Volunteer Fire Department responsive to the actions of the Town of Smithfield. Jerry Hackney addressed the Board regarding the previous Board's desire for the volunteer organizations to cease conducting fund raisers. Devin Butler, Deputy Chief, Carrsville Volunteer Fire Department, advised that the previous Board did not say it did not want the volunteer organizations to conduct any fund raisers, rather they wanted the funds raised from fund raisers to be used to purchase their uniforms and other things. Mr. Terry advised that the previous Board designated $408,000 into a Revolving Reserve fund which was intended to be built upon as those organization's needs were demonstrated. Joel Acre, Carrollton Volunteer Fire Department, advised that the Carrollton Volunteer Fire Department can no longer operate on $107,000 annually and that he has been directed by the Fire Chief to advise the Board that if it goes back to $107,000, the Carrollton Volunteer Fire Department will not operate. He stated that a line item budget has been submitted to the County which contains actual costs. 7 Mr. Butler stated that the County's three (3) priorities should be public education, fire and rescue and the Sheriff's Department. He stated those organizations dealing with saving lives should be fully funded by the County if their line items are justified. Rudolph Jefferson, Assistant Chief, Rushmere Volunteer Fire Department, advised full funding of his Department has never occurred. He stated that the County can not staff a fire station for the funding received. He stated that the members intend on doing all they can to keep the doors of the fire station open, but he asks that the Board also do everything within its power to provide the funding needed to run the Rushmere Volunteer Fire Department. Mike McCrat, Chief, Windsor Volunteer Rescue Squad, stated that the Squad has operated for the past eight (8) years on a flat budget. He stated a line item budget from the Squad was submitted following the Board advising that it would fund the volunteer organizations 100 %. He advised that the Town of Windsor has withdrawn its funding in the amount of $12,000 for the Squad, stating that the Board was going to fund fire and rescue 100 %. He stated if funding is not adequate to run the fire and rescue squads, the doors will ultimately close. Brian Carroll, Isle of Wight Rescue Squad, stated while it may not be an option this year for the various volunteer organizations to receive 100% funding, public safety is a necessity and County residents receive its benefit as cheap as any surrounding jurisdiction for the quality of service they receive from all the County's volunteer organizations. He stated that the Squad lost $75,000 in funding from the Town of Smithfield. Chairman Casteen declared a break. The Board returned to open session. Rusty Chase, Chief of Emergency Services, addressed in -house third -party billing anticipated to bring additional revenue into the County. He advised that some insurance companies do have riders on some policies where fire departments can be reimbursed for n. services where it is the fault of the party doing the burning. He addressed the increase in his operating budget and noted that volunteerism is on the decline due to the decline in the economy and the need for a second income. Mr. Robertson advised that the Board will be receiving a presentation from an insurance vendor at its April 19, 2012 meeting regarding health insurance and premiums. Eddie P. Wrightson, Director of General Services, addressed the Board regarding a decrease in his proposed budget, primarily due to the Southeastern Public Service Authority reducing the refuse charge; an increase in public utilities in purchase of bulk water from Smithfield, Windsor, water authority; and, reduction in sewer connection fees. The need for an increase in water rates was noted and the need for a long -range plan to bring utilities to a neutral position. Mark W. Furlo, Director of General Services, presented a proposed budget developed to offer the current level of service being provided. H Strategies and an action plan for establishing a proposed budget was presented by Mr. Terry. The Board was requested to provide guidance to staff. Supervisor Alphin asked how the budget could be balanced without the Board raising the tax rate. Supervisor Darden inquired if some type of fee structures could be assessed to assist with paying for needed goods and services, particularly with respect to emergency services, instead of the Board raising the tax rate. 9 County Attorney Popovich offered to investigate if the County has any legal authority to impose a user fee and, if not, can such authority be sought from the General Assembly. Supervisor Darden commented that the Board wants to fund public safety. Supervisor Alphin commented that the Board should support and fund the essential services of education and fire and rescue services. Chairman Casteen commented that the School's budget should be flat except for minor changes related to items that cannot be controlled. He stated that he is not in favor of the Board imposing a tax increase. Supervisor Alphin spoke in favor of the Board funding the increase in the School system's VRS. Supervisor Darden requested that staff return to the Board with options, understanding that an increase in the tax rate is not desired. At 9:15 p.m., Chairman Casteen declared the budget work session adjourned. Carey Mills Storm, Clerk 10 Alan E. Casteen, Chairman