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4-9-2020 Budget Work SessionBUDGET WORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE LOCATED AT 17090 MONUMENT CIRCLE, ISLE OF WIGHT, VIRGINIA ON THURSDAY, THE NINETH DAY OF APRIL IN THE YEAR TWO THOUSAND AND TWENTY PRESENT: Joel C. Acree, Windsor District, Chairman Richard L. Grice, Smithfield District, Vice Chairman- Rudolph hairmanRudolph Jefferson, Hardy District William M. McCarty, Newport District Don G. Rosie, II, Carrsville District ALSO IN ATTENDANCE: Robert W. Jones, Jr., County Attorney Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Carey Mills Storm, Clerk (Via Video) CALL TO ORDER Chairman Acree called the budget work session of the Board of Supervisors to order at 6:00 p.m. APPROVAL OF AGENDA/AMENDMENTS Supervisor McCarty moved that the agenda be approved as presented. The motion was adopted by a vote of (5-0) with Supervisors Acree, Rosie, Grice, Jefferson and McCarty voting in favor of the motion and no Supervisors voting against the motion. INVOCATION Assistant County Administrator Robertson delivered the invocation and led the Pledge of Allegiance to the American Flag of the United States of America. COUNTY ADMINISTRATOR'S REPORT Stephanie Humphries, Director of Budget & Finance, briefed the Board on projected revenues and expenses in the current fiscal year related to the General Fund and Public Utilities Fund. Regarding the proposed FY2020-21 Operating and Capital Budgets, County Administrator Keaton described the proposed budget as being flat except in those areas not in his control. He defined a contingency fund as any leftover revenue after the budget is balanced and advised that at this time the Fund Balance is $16.9 million which is 22% of the County's overall budget and well above the County's policy of 15%. 1 Supervisor McCarty suggested that the Sheriff be invited to address his budget in the area of overtime, specifically if hiring an additional deputy would benefit the County financially versus paying overtime. Vice -Chairman Grice suggested that the School Superintendent be invited to address his budget. Responsive to an inquiry by Vice -Chairman Grice, County Administrator Keaton offered to research what it takes to staff one ambulance. The Board took a break. Upon returning to open session, Chairman Acree inquired how often emergency services vehicles are replaced and what they are used for. County Administrator Keaton addressed the military disabled tax exemption which requires that a citizen be 100% service -related retired and disabled and contains no income limit and no limit on the value of a home. Vice -Chairman Grice agreed that this program needs to be re-examined with the State legislators. Responsive to a request by Vice -Chairman Grice regarding the fifth judicial district drug court that will benefit Suffolk, Isle of Wight, Franklin and Southampton County, County Administrator Keaton offered to find out the startup date. There was general discussion on whether or not to conduct the July fireworks and the County Fair due to the potential budgetary impacts associated with COVID-19 and it was the consensus of the Board that for decision-making purposes, the Board be apprised of what has already been contracted out, what remains to be contracted, and the latest date that the County can back out. It was noted that the County should mirror other jurisdictions in the region. County Administrator Keaton advised that the County's contracts contain a non - appropriation clause that if for some reason the Board does not appropriate the funds, the County cannot be held to the contract by the vendor if the contract has been drawn up. County Administrator Keaton advised that the Chief Administrative Officers conduct conference calls several times a week to share ideas on what is happening in their communities and that he would bring this up for discussion at tomorrow's conference call. County Administrator Keaton apprised the Board that the bulk of the County's expenditures are salary related, which is the only place in the budget that the Board has any flexibility, and the next avenues are essential and non-essential services. County Administrator Keaton advised that eleven part-time employees will be receiving furlough notices as they do not have any hours, and this will enable them to apply for unemployment. He notified the Board that the County may lose 2 $100,000 under the Omnibus Transportation and Education Bill beginning in FY2022, causing the Contingency Fund to be reduced. County Administrator Keaton advised the Board that he had obtained additional face coverings for the County's 111 field staff in the utilities department, recycling centers, public works and inspectors. Supervisor McCarty requested the County Attorney be prepared to explain the $174,000 reduction in his budget. Chairman Acree suggested that staff investigate how they can use virtual inspections for building inspections, etc. by utilizing some of the video technology available today. He recommended that if VRS retirement for volunteer first responders is provided that the County needs a standardized level of training and services those volunteers can provided based upon their level of training. Chairman Acree wondered from a financial standpoint if requiring physicals would benefit the County regarding future increases in workers' compensation and he suggested that discussion on that be placed for discussion at a future work session. CLOSED MEETING The following matter was identified for discussion in closed meeting by County Attorney Jones: Pursuant to Section 2.2-3711(A)(3) concerning a discussion regarding the acquisition of real property for public purposes, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the Board. Upon motion of Supervisor McCarty and all voting in favor (5-0), the Board entered the closed meeting for the reasons stated by County Attorney Jones. Upon motion of Supervisor McCarty and all voting in favor (5-0), the Board reconvened into open meeting. County Attorney Jones reminded the Board that in accordance with Section 2-10(G) of the Board's Rules & Procedure, all those who participated in the closed meeting are reminded that all matters discussed in closed meeting are to remain confidential, as provided under the Virginia Freedom of Information Act, and that such matters as were discussed in closed meeting should not be acted upon or discussed in public by any participant unless and until a public, formal action of the Board of Supervisors is taken on that particular subject matter. Upon motion of Supervisor McCarty and all voting in favor (5-0), the following Resolution was 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, 3 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: Acree, Grice, Jefferson, McCarty. Rosie NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 ADJOURNMENT At 8:40 p.m., Chairman Acree declared the budget work session adjourned. it Carey Is St rm, Clerk 11 owo-lr- M-1