Loading...
03-28-2005 Work Session9on~ ~3 :,: ~~~~ WORK SESSION OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTIETH-EIGHTH DAY OF MARCH IhT THE YEAR TWO THOUSAND AND FIVE L1 fl PRESENT: Phillip A. Bradshaw, Chairman Thomas J. Wright, III, Vice-Chairman Henry H. Bradby Richard K. MacManus Stan D. Clark Also Attending: Jacob P, Stroman, IV, County Attorney W. Douglas Casket', County Administrator Anne F. Seward, Assistant County Administrator/ .:Administration Carey Mills Storm, Recording Secretary Chairman Bradshaw called the work session to order at 5:00 p.m. for the purpose of discussing the FY05-06 Operating and Capital Budget. // Chairman Bradshaw called for approval of the agenda.. County Attorney .Stroman requested a closed meeting item be added pursuant to Section 2.2-3711.A.7 of the. Freedom of Information Act relative to legal advice and briefings -from staff concerning contractual relationships between the County and the Blackwater Regional Library. Supervisor Wright. moved the Board approve the agenda,. as amended. The motion was adopted (5-0) ,with Supervisors. MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. 1I Anne F. Seward, Assistant County Administrator/Administration, presented the FY05-06 Operating and Capital Budget in the amount of $77,392,101. She noted that the proposed budget contains no adjustments to the current tax rates, and represents a 12% increase over the current fiscal year of $8.2 million dollars. She .reported that real estate revenue has increased $2.6 million dollars; federal and school aid has increased $2 million dollars; personal property revenue has increased $I.2 million; and, 1 1 ,..~.~.~,.~~....,,-,~,vw,.. __.. ..._ ~__, ._ pass-through fees and reserves (cash proffers/parks .and recreation fees) are offset on the expenditure side by like amounts. She stated that EMS billing in the amount of $300.,000; recordation of deeds-and wills in the amount of $200,000; and, meals tax revenue in the amount of $150,000 have been.. incorporated into the revenue stream. She reported that. there are no required transfers from the general fund to the .public utilities fund, including capital projects funding.' She reported .that data processing costs are down, and a reduction has occurred in the annexation payment line item, as well as the match requirements to grants. She reported that the largest spending increase of $6.3 million dollars is associated with the transfer to schools, of which $2.1 million dollars are pass-through state :and federal dollars from various mandates. She reported that local .funds. have increased $4.2 million dollars; capital projects have increased $861,000; personnel .needs, .have increased $358,000; and, trasfi disposal costs have increased .$327,000. She reported that salary increases are proposed in the amount of 3.5%, as well as impacts. from implementation of the pay .and classification plan for part-time employees. and economic development area planning .strategy. She reported the increase to schools represents a 13% increase. over the current fiscal year local funding in the amount of $19,092,413, which. includes. a $600,000 carryover; and that the new Smithfield Middle School operating costs represent $2.4 million dollars. She reported an additional $601,000 in local funding for FY06, which does not include capital funding. in accordance with the CIP of approximately $630,000. She reported the proposed local funding amount represents a 19% increase,• for a total of $22,700,000. She reported that state and Federal funding has increased 8%, for a total of $29,093,000, for a total school-operating budget increase of 13%, in the amount of $51,793,200. She reported that the capital projects budget is approximately $4,000,000, from which $1.5 million dollars is from operating revenue; $1.7 million dollars is from the fund balance; approximately $500,000. is from the . cash proffer reserves; $150,000 from the public utility funds; and, $100,000 in Federal grant funds. She reported that seven (7) positions have been incorporated in the budget, as follows: Planning and Zoning Permit Technician; Park Attendant; Pump. Station Mechanic; Sheriff's Court. Security Officer; Technology Specialist (Sheriff's Office and Emergency Communications Center); Animal Control Officer; and, a Grants Coordinator. She advised adjustments .are requested in the amount of $30,000 for post landfill closure; the County Attorney's travel line item in the amount of $1,000; the .Human Resources Department for background checks in the amount of $1,000; the Carrollton Volunteer Fire Department in the amount of $2,362; the Carrsville Volunteer Fire Department of $2,500; and the Parks and Recreation Department for a historical information kiosk .and $3,500 for a scoreboard. . Chairman Bradshaw commended Ms. Seward for present}ng a balanced budget to the Board that reflects no tax increase, which has historically been the Board's objective. // Under the County Administrator's budget, Supervisor MacManus inquired if the Grants Coordinator position would come under the direction of the County Administrator or the Director of Budget and Finance.. He noted a preference for the position to report to the Director of Budget and Finance. 2 [1 1 1 1 Ms. Seward stated pursuant to the previous direction of the Board, staff intends to have a report in the .upcoming agenda .that details a timeline and description of the Grants Coordinator position. It was noted that the position would be further discussed by the County Administrator and his key staff as . to whom the position would report. Supervisor Bradshaw inquired how this person's duties would be prioritized.- County Administrator Caskey noted that this person would be expected to research and procure grants, but the participating agencies would. need to retain some responsibility for keeping the. grants on-track. Under the County Attorney's budget, Ms. Seward noted she would be making a $1,000 adjustment to the Travel and,Training line item. Supervisor Clark. noted that the County needs an additional speaker telephone in the County Attorney's Conference Room. County Attorney Stroman requested an opportunity to speak further with Ms. Seward. about having one (1) additional line installed in his Conference Room, which .could be accomplished with funds in his current budget. Under the Humarr Resources budget, Supervisor Clark commended Ms. Haywood and requested Ms. Seward advise the Board if there is ever an area of need in this department. Supervisor MacManus requested that Ms. Seward come back to the Board during the year if additional funding for employee recognition is .needed. He noted that only $3,000 is proposed, and he would recommend $4,000 to $4,500. Under the Data Processing budget, Ms. Seward explained that the actual funding for the Sheriff/ECC Technology position is split between the Sheriff's Office and .the Emergency Communications Center, but that the Sheriff is desirous of the position coming under his authority. She .advised .that. staff would continue to discuss to whom this position should report, Supervisors Clark and MacManus agreed that all data processing positions should be part of the IT Department.. Chairman Bradshaw requested that Dr. McPherson elaborate on the recent purchase of new computers by the school administration in the amount of $500,000. _.q+ra_c,~°4~„vc~..........T,..~.~,r-M.c.6.. ~,.,~.,~x,«v~ ac ., ...._.-.:- „;, ....,. .. ,., ...... ,._ w,..y,. ., ____ , ..F.~,r~.~.aw.aarnm~wn~q.:~._ _. 9onn 23:~12~ Dr. McPherson explained that some of the purchases. were associated with. expanding the servers,-but he would check into Chairman Bradshaw's inquiry and report back. Under the Economic Development budget, Supervisor MacManus inquired if the Board wished to allocate $2,500 in the 06' budget :for the Farmer's Market, as well as $500 next year for funding for the Windsor Farmer's Market. Supervisor Clark requested. that Ms. Seward increase the. Contingency Fund by $3,000, with the understanding that the funds will be available if the Board chooses to make this appropriation. Under the Inspections and Codes Enforcement .budget, Supervisor Bradshaw requested that staff develop a benchmark for an additional .Inspector position for the Board's information. Under the Planning and Zoning budget, Supervisor MacManus requested that staff bring back a report summarizing the job duties of the current eleven (11) positions in that office. With respect to the $10,000 currently budgeted for the. Subdivision Ordinance update, Supervisor MacManus reiterated his desire for .the update to be performed by a consultant, and not done in-house by staff. Supervisor MacManus moved that the Board direct staff to .provide the Board with the job descriptions. for the current Planning and Zoning Department personnel so that the Board can determine how many .other positions may be needed. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright. voting in favor of the motion, and no Supervisors voting against the motion. Under the Animal Control budget, Supervisor Bradshaw requested staff to stagger the work hours of the employees in this Department. He noted that most complaints are a result of not being able to get an Animal Control Officer to respond in a timely fashion. Under the Refuse Collection budget, Supervisor Clark moved that the hours of operation at the existing sites should not be .changed by staff until the other refuse sites are brought on-line, and that staff is to bring. an evaluation back to the Board. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Under the Refuse .Disposal budget, Supervisor MacManus suggested that Ms. Seward contact the SPSA Finance Director. and request the County's .anticipated cost for drop-off recycling. Chairman Bradshaw requested Donald T. Robertson, Assistant County Administrator/Operations, to be prepared to update the Board on the status of the chipper .purchase at the 4 1 1 .. ... .... ,Y'k:... .~.. ~ ._ .~,~.,~...~~,....~.,..,..,... _.... , _ _. _ ._ . _ . _.,. _ ,._ ..,_.__. .~ ~.ros., 9Qft ~9J ~.• : ~GSi 1 Board's next meeting.. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Under the Roads Improvements. budget,. Chairman Bradshaw moved that the Board direct staff to evaluate the new road maintenance program offered by the state, and provide the Board with a recommendation. The motion was adopted (S-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Under the Building and Grounds budget, Ms. Seward requested the Board provide direction as to the request for an additional $31,000 for post closure landfill expenses. The Board took no action. Under the Cooperative Extension budget, Chairman Bradshaw requested Ms. Seward to .follow-up with :Theodore Hardison on the possibility of the County receiving a new position in that department. rIe noted that there may be some administrative costs that need to be included in the budget. Under the Constitutional Officers budget, Ms. Seward advised that staff is currently meeting with the Commissioner of Revenue, the Sheriff, and the Clerk of the Circuit Court on the possibility of those departments coming < under the County's Pay and Classification Plan. She recommended that the Board defer action on these budgets at this time, and noted that no funding has been incorporated in the proposed budget pending. the decision of whether these offices will come under the Pay and Classification Plan. Supervisor Wright inquired if the new. positions approved. last year for the Commissioner of Revenue's office and the Treasurer's office collected sufficient funding to pay for their respective salaries. Ms. Seward advised that the Treasurer's position collected approximately $1,000,000 in delinquent taxes this year, and the position u.~der the Commissioner of Revenue collected approximately $160,000 through business licenses. Under the Sheriff s budget, Supervisor MacManus noted that there are computers being purchased under the Sheriff's budget, and he recommended that all computers be moved to the data processing budget. Supervisor MacManus moved that the Sheriff be requested to provide the Board with the number of transactions and revenue generated in the areas of traffic, summons, DUIs, a:~d accidents investigated and reported to DMV. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. 5 4 9 {i$ 4 ~~{~..MaYr'?N`=':..f.p.~...~.+t~.~ni^u.(t.a.~r4'..+.F..r.:r!n.~rM..w -. ::...,.:., ..~ r .. ... ,..:: u-.+.. _. ..:-~ . .:.. ..... ... ..,.. :. .-.. ... _ K.1-., r. . v n ~e .:+4..»YAVf4~wnk'!WaA.iS'AMA~Y°yi'1MlM`x~y~}4~ .. Supervisor Clark requested that Ms. Seward contact the Compensation Board and inquire what source it uses for the County's population estimate.. Under the .Emergency Management budget, Supervisor MacManus moved that Ms. Seward be directed to carry over any balance. from the $5,000 to the next fiscal year until a need for these funds is demonstrated for Red Cross training for emergency response volunteers. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Under Fire and Rescue Contributions, Supervisor MacManus .moved the Board request that the Director of Emergency Management break down fire and rescue contributions separately, i.e., Carrollton and Carrsville for first responder, and to provide what Carrsville, Windsor and Rushmere requested for their fire departments, and to further provide a report detailing how many calls each received, either fire or EMD. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Chairman Bradshaw requested that Ms. Seward advise Mr. Childress that the Board would like him to be present at the Board's April 7, 2005 meeting. Ms. Seward inquired if the Board is favorable to the adjustment of $2,562 and $2,500 for Carrsville and Carrollton. Chairman Bradshaw noted that Mr. Childress could make the adjustments after he formulates the above reports.. Supervisor Clark requested that Mr. Childress advise the Board on the status of emergency medical billing for each department. Under the Health and Welfare budget, Supervisor MacManus moved that from the Isle of Wight. Substance Abuse Council line item and down be forwarded to the Director of .Social Services for evaluation and recommendation to the Board of Supervisors. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Under the Section 8 Program, Chairman Bradshaw moved the Board direct staff to review the Section 8 Program with respect to its administration, and come back with a recommendation in the future. The motion was adopted (4-0) with Supervisors MacManus, Bradby; Bradshaw and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Supervisor Clark absent for the vote. 6 1 i Under Enterprise Funds, Ms. Seward reported a $30,000 transfer w ~..r - Industrial Development Authority for landscape and beautification efforts on Route 17 and Route 58. Under the E-911 budget, Ms. Seward. reported a $53,000 deficit. She 1 noted that she had advised the- Emergency Communications Director .that there are wireless funds and other opportunities available.. She stated . revenues are not increasing in 911; however, expenses are, and she recommends further review. ' Under Care and Confinement of Prisoners, Ms. Seward .recommended not placing funding in the recommended column, and that the Board use the fund balance if necessary for the initial year, and pick. it up next year. Under salary increases, Supervisor. MacManus moved the Board direct Ms. Seward to advise the Board what an extra 1/2% added. to the merit increase. would be, as well as bring back recommendations on how that money could be used elsewhere, i.e., merit increase to 4% or programs .wherein the County is paying for additional. benefits. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. // County Attorney Stroman requested .that the Board enter a closed meeting pursuant to Section 2.2-3711A.7 under the Freedom of Information Act for consultation with legal counsel and briefings by staff pertaining to a contractual matter related to the Blackwater Regional Library. Chairman Bradshaw requested a. closed meeting on .two (2) matters pursuant to Section. 2.2-3711.A.1 and A.7 that require the advice of legal counsel. Supervisor Wright moved the Board enter the closed meeting. for the ~s reasons stated above.. The motion was adopted. (5-0) .with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting against the motion. Supervisor MacManus .moved the Board return to open session. The motion was adopted (5-0) with Supervisors MacMa~us, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors :.voting against the motion. Supervisor Wright moved the Board adopt the following Resolution:.. CERTIFICATION OF CLOSED MEETING 7 puy~ 23 ~.~-~ `~? 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 Freedomof 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 thatthe 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: MacManus, Bradby, Bradshaw, Clark and Wright NAYS: 0 ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 // At 7:20 p.m., Supervisor Bradby .moved the Board adjourn its meeting. The motion was adopted (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of .the .motion, and no Supervisors voting against the motion. P ' ip A. Bradshaw, Chairman W. Dougl s C skey, Cler