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03-16-1995 Work Session Meeting... g~oK 16pa~E219 WORK SESSION MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE SIXTF~ENTH DAY OF MARCH IN THE YEAR NINETEEN HUNDRED NINETY FIVE AT 2:00 P.M. L J~ PRESENT: Malcolm T. Cofer, Chairman Phillip A. Bradshaw, Vice Chairman O. A. Spady Henry H. Bradby Lud Lorenzo Spivey Also Attending: H. Woodrow Crook, Jr., County Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant to the. ' County Administrator Carey H. Mills, Assistant Clerk Chairman Cofer called the work session. meeting to order at 2:00 p.m. // M. Christine Ledford, Director of Budget and Finance, stated the 1 proposed FY1995-96 budget totals $39,225,176 and represents an eight (8) percent increase in local dollars over the FY1994-95 budget. Ms. Ledford advised information concerning the Machinery & Tools tax figures will. be available soon. Ms. Ledford stated included in the proposed budget is a 5% increase for County-funded employees, .Social Services and the Parks and Recreational Facilities Authority; however, a recommendation for salary or Constitutional Officers is not included because she increases f recommends this issue be addressed by the Personnel Committee taking. into consideration actions of the State Compensation Board.. Ms. Ledford stated she has been advised that the proposed SPSA tipping fee has decreased. Ms. Ledford stated the Director of Social Services' recommendation is based on the original adoption of the budget and is not funded at a five (5) percent increase. Ms. Ledford stated agencies, other than those present today, have been advised of .the :Board's work session and invited to attend should they so desire. Chairman Cofer recommended the salary increase issue for Constitutional Officers be resolved during the current budget process. 1 // Steve Edwards, Chairman, Comprehensive Services Act Board, stated their proposed budget is in the amount of $151,300 of which $100,000 is provided by State dollars and $51000 in local funds. Mr. Edwards stated the County's recommended match of $42,000 will provide the Board with sufficient funds for the .year, .however, because many of .the services provided are mandated by the State, as increases are found in other mandatory`categories, the Board does note have an option but o provide the funding for the treatment of these children. // 1 900K 16 PAGE 22O , Gerald H. Gwaltney, Commissioner of the Revenue, stated the Equipment Repairs & Maintenance, Advertising, ADP Service, Postage, Telephone, Office Supplies and Dues & Subscriptions line items contain no increases for the coming year. Mr. Gwaltney stated he is currently working with the County Attorney regarding a proposed ordinance which will result in a more efficient method of processing personal property returns at no extra expense to the taxpayer. Mr. Gwaltney stated he is requesting an additional $500 for training sessions to keep staff up-to-date with programs offered by the State Tax Department. Mr. Gwaltney stated the Equipment line item contains. a decrease from last year and covers the rental of copy machines and alap-top computer to perform real estate assessments and notifications to the taxpayers in one process. Supervisor Spivey asked Mr. Gwaltney if his office has required training hours .per employee each year. Mr. Gwaltney stated his office has a certification program which requires a minimum amount of hours for participants. .Vice Chairman Bradshaw asked Mr. Gwaltney if the Compensation , Board is recommending an increase, how is this impacted in his budget. Mr. Gwaltney stated his office was notified recently of a 2.25% increase for the coming. year which is not reflected in the. proposed FY1995- 96 budget and will need to be factored in before the budget is finalized. In response to Supervisor Bradby's inquiry of how much decrease does Mr. Gwaltney's proposed budget contain for the coming year, Mr. Gwaltney: replied $3221ess than last year. // Beryl H. Perry, Treasurer, stated his proposed budget contains an increase in the Postage line item due to the three bulk mailings per year for real estate, personal property and decals. Mr. Perry further stated under the Equipment line item he has requested bar code scanning wands and a new computer system. In response to Supervisor Spady's inquiry of what percent of increase is contained in his salary line item, Mr. Perry replied ~ cost-of-living adjustment in the amount of 2.25%. Vice Chairman Bradshaw noted cost-of-living increases for Constitutional Officers approved by the Compensation Board are not effective until December 1, 1995 and will not be for the entire year. Ms. Ledford stated the detail sheet contains the budget as adopted and reflects Constitutional Officers salaries effective July 1, 1995.. Ms. Ledford recommended the Boara advise staff if salary increases for the Constitutional Offices will be effective on July 1, 1995. Mrs. Ledford advised the Board that the Treasurer has requested a local supplement for one employee. and the $133,481 is their salaries as of today. 2 enoK 16 PacE Z21 /I 1 Arthur E. Berkley, Superintender(t of Inspections, stated his original request included reclassification of four employees, for a total impact of $650. Mr. Berkley stated he supports the proposed 5% increase for employees as it becomes increasingly harder at the present level of salaries to be able to attract and retain knowledgeable employees. Mr. Berkley requested the Board fund an additional $2,500 in his Travel & Training line item for certification requirements that are mandated by the Uniform Statewide Building Code. Vice Chairman Bradshaw asked Mr. Berkley what values would the additional $2,500 bring to his department. Mr. Berkley stated the Insurance Service Organization (ISO) performs ratings on communities for fire protection which directly affects the homeowners insurance rates. Mr. Berkley stated in 1995 and 1996, the ISO will begin rating building inspections departments on the .number of personnel, their levels of certification and professionalism within the department. Mr. Berkley stated the more training the County can provide and the more knowledgeable employees the County can hire and retain, the better rating the community will receive. // 1 1 C. W. Phelps, Sheriff, stated the Fee Bill passed allowing Constitutional Officers to have fringe benefits from the fees generated through civil process offers a savings of approximately $96,000 to the County. Sheriff Phelps stated in the process, law enforcement officers have been given a 4.5% pay increase effective December 1, 1995 through the Compensation Board, however, he has five County-funded positions he is requesting a 4.5% pay increase for December 1, 1995. Sheriff Phelps stated in the past, partial funding was provided by the Drug Free Schools for one of the County-funded positions, however, it currently appears this funding will not be available July 1, .1995. Sheriff Phelps stated mileage reimbursements will not be received from the State this year. Sheriff Phelps requested the Board to include a Special Enforcement line item in the amount of $10,000 and promised to seek any grants that can be obtained. Vice Chairman Bradshaw asked Sheriff Phelps if special enforcement is different from the special investigation task force. Sheriff Phelps replied the special investigation task force is for drug enforcement. Sheriff Phelps stated Special Enforcement is for traffic. Sheriff Phelps stated $14,000 has been taken in this year, but only $4,000 spent. Sheriff Phelps stated grant funds must be spent before June 30, 1995 and he is presently taking all of the expenses from the grant money in order to accomplish this. • Chairman Cofer asked if the DARE officer and Drug Free Zone Program was furnishing $15,000 of that person's salary. 3 4 BOOK , . 1U PAGE ~~+(~ Ms. Ledford replied $15,000 is received from the School Board through a State grant. Vice Chairman Bradshaw asked Sheriff Phelps how much is received in donations for the DARE Program because he was under the impression that businesses and industries in the County had .contributed to the DARE Program Sheriff Phelps stated the PTAs pay for any expenses incurred such a t-shirts, materials, etc.. and he receives some donations from individuals, but not businesses or industries... Supervisor Spivey asked Sheriff Phelps if he has the option of contracting out the DARE Program if he does not have qualified personnel to teach the course. Sheriff Phelps .stated if necessary he would seek the State Police's assistance who have assisted in the past through an agreement with the DARE coordinator. Sheriff Phelps stated for the past two years he has used a trooper to teach the DARE Program at Windsor Elementary School who was being trained to become a coordinator and it was necessary for him to teach for a year. Vice Chairman Bradshaw stated the Sheriff has advised that the State will not reimburse his budget for mileage and asked where this is located in his budget. Sheriff Phelps replied under the Motor Fuel, Lube & Repairs line item which is the reason for the 9% increase. Sheriff Phelps stated according to the estimate he received as of March 10, 1995 from. the Compensation Board, they have a zero balance indicated under the mileage column. Chairman Cofer asked what this figure was previously. Sheriff Phelps stated previously it was capped at $45,000 or $0.16 per mile. Sheriff. Phelps stated pending the Aprii 5, 1995 hearings, the estimate includes funds for office and vehicle expenses at the July 1, 1994 amount. Sheriff Phelps stated the mileage reimbursements from the State were previously set so that four years' use could be received from vehicles and the County would break even with its purchase. Sheriff Phelps stated the County was one of the ten counties this year that did not. meet the criteria of one deputy for every two thousand population. Sheriff Phelps stated he believes the County is in line to receive an additional position from the Compensation Board for the upcoming year and he would request the Board to continue to fund the five County positions and allow him to add the Compensation Board position. Supervisor Spivey asked if the rental was for confiscated items. 1 ~u 4 snoK ~6PacEZ23 Sheriff Phelps stated the rental applies to an identification kit which is cheaper to rent. than purchase because of continuing changes in technology updates. ~ ' u 1 Vice Chairman Bradshaw asked if the additional Compensation Board position is a possibility or definitely a position. Sheriff Phelps stated a possibility at this point, although he has not yet received confirmation from the Compensation Board. // William E. Laine, Jr., Clerk of Circuit Court, stated the Professional Services and Equipment & Maintenance line items remain the same, with an increase in the Postage -line item. Mr. Laine stated he is requesting $1,500 for furniture, to include the purchase of additional chairs, in the capital budget for the office being constructed which was not recommended by the Director of Budget & Finance. Mr. Laine stated $15,000 was included in a previous budget for a fire alarm in the vault and the installation was paid for by a State grant and he is now requesting sensors be purchased for use in his office and the counter. Mr. Laine stated he is also requesting $1,500 for carpet which is also not recommended by the Director of Budget and Finance. Mr. Laine stated $60,000 for an imaging system which is included in the capital budget, has now increased to $85,000, and if he can obtain this late in FY1996, there is currently .$50,000 in the current year's budget that will not be spent, so this amount. can actually be appropriated in FY1996-97 if the Board so desires. Supervisor Spivey stated he appreciated Mr. Laine's conservative Dues & Subscriptions and Travel & Training figures which are realistic. `. Ann Edwards, Registrar, stated she requested $13,500 for two extra part-time positions because of motor voter, however, the Director of Budget and Finance is recommending only $10,000. Ann Edwards, representing the Electoral Board, stated the Office Supplies line item was cut from $9,500 to $6,000 which is acceptable.. R. Bryan David, Director of Planning and Zoning, stated with the elimination of the Department. of Community Development. a number of reclassifications in positions are proposed while decreasing the Salary line item because of the elimination of the Assistant County Administrator position. Mr. David stated the. Compensation line item has increased due to compensation for meeting attendance for the Historical Architectural Review Committee. Mr. David stated the Office Supplies line item has increased due to copying charges and increased development activity in the County. Mr. David stated regarding the Capital Budget, the second phase of the GIS system is recommended and he will be approaching the Board in the near future regarding an address maintenance system. Mr. David stated the overall department costs have come down from last year. Vice Chairman Bradshaw asked the cost of the GIS system. S - anoK 16PacE224 Mr. David replied $40,000 is included in .this fiscal and next fiscal year in the Capital Budget for hardware and software for the computer system and digitizing tax. parcels. Following Supervisor Spady's question if Mr. David is proposing a new position, Mr. David responded he has eliminated the Zoning Administrator position and created a Planner position and the original County Planner position has been reduced to a Planner position. Mr. David stated the Zoning Technician I position has been deleted leaving a net reduction of one employee. Mr. David stated there are three reclassifications being proposed. it W. Parker Councill, Commonwealth. Attorney, stated he is leaving his office from Barlow & Riddick who are furnishing all utilities, including the. telephone system, and copying machine which he is anticipating leasing at some point. Mr. Councill stated he is in need of a new desk for his secretary and he supplies all other items such as chairs, bookcases, his desk, etc. himself. Mr. Councill stated he still has money saved on rent which could be used for needed items. ~~ Ludford T. Creef, III,. Director of Public Works, stated he has recommended two employees, Tom Stanfield and Billy Wagner, for a regrade because it is cheaper to compensate good employees than to train new employees. Vice Chairman Bradshaw asked the Finance Director the difference in the "requested" and "recommended" amounts, Ms. Ledford stated she requested each department to not put an increase in salaries unless they are requesting additional personnel or a reclassification. Ms. Ledford stated she recommended the salary increase of 5% for County employees, Ms. Ledford stated the County Administrator, Assistant to the County Administrator and she reviewed the reclassification request of Mr. Creef and do not recommend reclassification of these employees at this point. County Administrator Casket' stated staff will be submitting to the Board in the near future a proposed draft of a new pay plan which analyses all County positions in comparison to neighboring jurisdictions. Vice Chairman .Bradshaw stated the Director of Public Works has recommended $250,0(10 on the Refuse Collection, but the Director of Budget and Finance is recommending a $150,000 reduction, however, this money was moved over to the Disposal line item because $900,000 was requested and the recommendation is $1,050,000. Ms. Ledford stated the Contracted Services line item is where SPSA is paid for convenience sites now operating, and based on the hiskory, f 1 r 1 6 e~oK 16 PACE Z25 $100,000 will adequately cover the cost. Ms. Ledford stated the budget is prepared in regards to the collection of trash as it is done now and if some adjustment is made on how the County handles its trash, some adjustment will also need to be made to the budget... Supervisor Spivey stated $12,500 is requested on the Radio Communications line item and only $b,000 is recommended. Supervisor. Spivey asked if this is to purchase new radios. Mr. Creef replied to replace, fix and purchase new radios if needed. Supervisor Spivey asked Mr. Creef how much money would be involved with Mr. Creef's proposed two reclassifications. Mr. Creef replied less than $1,500 per position or approximately $3,000 per year which will move the employees from a Grade II to a Grade III with the same title. // Ms. Ledford advised the Board that Lynn O'Berry, Chief Animal Control Officer, was out on a call and may not be able to speak today. // 1 1 Lynn P, Harris, Director of Economic Development, stated she is requesting a 3% increase in her budget for the Travel and Training line item to include $3,000 for an Annual Appreciation Business/Industry Dinner. In response to Supervisor Spady's question on how the invitation list would be created for the dinner, Mrs. Harris replied the list would be inclusive of all major industries in .the County, as well as small businesses, and she would anticipate utilizing the Chamber of Commerce list. Ms. Harris stated invitations would be sent out to the various- businesses who would pay a fee and her department would make up the difference in the cost. Ms. Harris stated she would anticipate 300-400 people for this event. Mrs. Harris stated the Industrial Development Authority's budget contains funds for the development. and maintenance of the industrial park on Route 460, Mrs. Harris stated also included is compensation for Authority members. Chairman Cofer requested Mrs. Harris to elaborate on the Beautification line item. Mrs. Harris stated the Roadway Beautification line item contains the standard $5,000 funded for the last several years. Mrs. Harris stated some work will need to be done at the James River Bridge after VDOT completes their demolition. // 8t10K ~,6 PAGE ~GIJ Linda Bean, Director of Social Services, stated Social Services' total request for FY1995-96 is $2,024,511 which includes $1,382,979. in Federal, State and donated funds and $641,532 in local funds and represents an increase in local funds of $35,708 or 5.89%. Chairman Cofer requested the Director of Budget and Finance to provide the Board with a copy of Social Services' budget by line item. Chairman Cofer noted Social Services is requesting a $36,000 increase from last year. Vice Chairman Bradshaw inquired of the requested increase, how much is matching for State and Federal. Ms. Bean replied $310,858 is matching. Ms. Bean stated the General Relief Program represents a local. dollar increase of $3,116 and provides .$131 per month for individuals with temporary disabilities or permanent disabilities while they await approval of SSI. Ms. Bean stated 40 people are anticipated to be served next year. Ms. Bean stated the reason for the increase is Social Services is projecting a decrease in the SSI reimbursements to this line item.. Ms. Bean stated Prevention Foster Care funds are used to assist Social Services in preventing children from entering foster care, for psychiatric care, medical care and day care. Ms. Bean stated an increase of $325 in local dollars is being requested because Social Services is anticipating an increase of $1,000 in its allocation Ms. Bean stated At Risk Child Day Care Pass Through represents a local dollar increase of $2,452 and pays for child day care to allow welfare recipients to either go to work or attend training that will lead to employment. Ms. Bean stated it is also used to assist in meeting the cost of child day care. for the working poor. Ms. Bean stated Social Services is requesting a total dollar increase of approximately $18,000 for Block Grant Child Day Care which consists of all Federal and State money and has no local match. These funds provide services for the working poor who can not afford to pay for their day care in total. The recipient pays a portion of the fee and Social Services pays a portion of the fee. This is a mandated service and the $18,000 is based on what Social Services antipates to be an increased allocation. Ms. Bean stated regarding Eligibility Administration, the total dollar increase is $21,093 and realizes a local dollar decrease of $6,774. The General Assembly allocated funding to begin implementation of a salary scale adjustment for local Social Services' agency employees which are salaried far less than their counterparts at the State level. .Fifty percent of the money was allocated for the fiscal year beginning July 1st and the General Assembly will make a determination next year about the remaining 50% which will either be allocated in one lump sum or 25% over two additional .years. As a result, Social Services was able to realize a decrease in the local dollars for Eligibility Administration. 1 ,~ 1 8 B~~K 16 PA~~ 227 1 Ms. Bean stated regarding ADAPT, statewide all Social Services benefit programs are being converted from a manual to a computerized generic caseload system. An allocation of Federal and State money will be made effective July 1, 1995 to each locality, one time only, to assist in the cost of conversion.. Social Services' allocation is $12,670 which requires a local match of $2,534. Ms. Bean stated regarding Services Administration, the total increase is $68,080 which requires a local match of $40,515. In addition to the adjustment to the salary scales, Social Services has also included a 5% July 1, 1995 adjustment for ali employees.. It is her understanding that .the Director of Budget. and Finance's recommendation is for the Social Services' local budget be approved in the amount of $608,100. If this is approved, Social Services will realize an increase of .38% which will be eaten up by ADAPT which will leave nothing to match enhanced Federal and State funding or nothing left~for any increased needs or for any kind of salary increases. // Dr. Jane T. York, School Superintendent, stated input on the proposed budget has been. received from the community, parents, teachers and School Board with a public presentation at the Windsor Middle School and a public. hearing last Thursday night. There is a School Board meeting scheduled for next Tuesday to approve or modify the budget. The enrollment from last year to this year increased by 2.3% and 5.3% over the past two years. Seven additional teachers are needed to meet the teacher/pupil ratio required. Two facilities have opened since 1993. Employees need either acost-of-living or step increase and with increased enrollment comes the responsibility of transporting additional students which equates to four buses, although some money has been saved in annual costs and new buses by running double loads. Health insurance premiums will most likely increase this year. Technology needs to continue to be a focus. Trash removal was previously provided by the County and the schools will .now incur a tipping fee. The overall increase in the proposed budget is 9.2% including debt service which is an increase in local funds of $1.5 million. $821,000 or 6.3% is for operating, exclusive of debt service. A 2.5% increase in salaries is also proposed. Chairman Cofer asked Dr. York if a COLA or step. increase equals out to a 2.5% increase. 1 Dr. York stated a step increase equals 2.5%, but people who make a major jump from step 13 to the career level get more than 2.5%. Vice Chairman Bradshaw asked Dr. York how does the School Board perceive the requested increase to improve the academics in the County. Dr. York stated the School Board's. mission is instruction and some initiatives are not included in this budget that will cost money. Regarding the model .school proposed at Carrsville, there will be no more resources for this, however, the ..School Board is looking at ways to increase student q Bo01t ~ 16PAGE22Q achievement.. The School Board is not satisfied with the achievement, but is attempting toaddress it through a master teacher plan, a model school and- plans to continue the curriculum .mapping. // Alan Nogiec, Director of Parks and Recreational Facilities Authority, stated the Building & Grounds line item contains the same amount for the last five years. The Authority has not been able to spend the allocated money because the maintenance crew at that time did not have the capabilities held by the current crew. Regarding the Equipment Repair line item, in 1990, the actual cost was approximately $3,000 over what was budgeted and the next year a vehicle was purchased ~to replace one that was well beyond its life expectancy. The budget presented to the Board was prepared by staff and the Commissioners of the Authority and represents what the people in the community expect and the Authority needs in order to meet citizens' expectations. Regarding the Personnel line item, the summary sheet represents a 5% increase for staff. The Authority has two new facilities to be .accepted within -the next year, Jersey Park and Jones Creek Boat Ramp. The Authority has no intention of building any new facilities in the near future and desires to upgrade what is presently available. In the capital request, the Authority is requesting replacement of g vehicles and resurfacing of tennis courts. It is his understanding that several items were deleted in the recommended Capital Budget, but if the Board circumvents the program in any way the program will fail. Mr. Nogiec requested the Board to advise the Authority on the amount of funding to be received for capital items and let the Authority decide what their priorities are and where the money should go. Vice Chairman Bradshaw asked Mr. Nogiec when was the last time a survey was performed by the Authority regarding the needs of the citizens of the County. Mr. Nogiec stated two needs assessments were done, one by the United Way and the other by the Youth Services Board, both of which identified Parks and Recreational programming and facilities as a priority. Vice Chairman Bradshaw asked what basis is being used to determine the needs of the County. Mr. Nogiec stated in the past, the majority of development was accomplished because of opportunity; Nike Park because there was a Hike missile site which became surplus property; Riverview Park because the old Smithfield High School became surplus and the skating rink because Billy Camp was interested in providing monies for the Authority to generate this type of facility. As far as programs, the Authority has been doing the basic programs that are acceptable everywhere and the Authority has not been in a position to find out from the people in the community just exactly what is desired. Programs are done as to what the Authority knows works and if there is an interest generated. Vice Chairman Bradshaw stated basically the County has facilities that BOOK ~U PAGf ZZ~7 are meeting the needs of special interests. Vice Chairman Bradshaw asked Mr. Nogiec what he thought the majority of the citizens would say if a survey was done stating $500,000 is included for Parks and Recreational facilities and asking if they are willing to continue to fund that $500,000 or would you rather see it channeled somewhere else. Mr. Nogiec stated he believes they would say "yes" although this would depend on how the question was phrased. Vice Chairman Bradshaw. stated when the issue was raised in Southampton County, citizens did not want to fund a Parks and Recreation Department. Mr. Nogiec stated this was because they did not have one. There was nothing there other than special interest groups to run any program or operate any types of facilities that they do have. Also, the facilities they do have are extremely limited. Isle of Wight has. facilities that will accommodate the interest in general in certain areas, stated Mr. Nogiec. Vice Chairman Bradshaw stated he and Supervisor Spivey «re working on a subcommittee with Alan to address these types of concerns and they will provide the Board with a recommendation prior to finalizing the budget. 1 C Mr. Nogiec stated the current facilities are functional and the County. must maintain what it has currently. Vice Chairman Bradshaw asked what use it is to maintain what the County has if it does not have a vision of where it is going Supervisor Spivey asked Mr. Nogiec if $11,000 was spent on Robinson Park in 1989. Mr. Nogiec replied "yes" to develop the facility, specifically for playground equipment and the amenities that were within. Supervisor Spivey stated in 1991 and 1992 the Parks and. Recreational budget included a $3,500 improvement, 20% of which was paid by the Town of Windsor, and asked for what was this amount intended. Mr. Nogiec stated the original development was the modular piece located in the middle of the .park, and the additional pieces located on the left-hand side included a swing set. Supervisor Spivey stated the County has spent approximately $15,000 since 1989 in the Windsor area. Supervisor Spivey stated under .the potential for future development, section II, the middle paragraph concerns him a great deal because Mr. Nogiec is indicating that all or certain requirements can be met through the use of school property. In Robinson Park, there is a real probability that we can not accommodate additional needs for the population and the changing makeup of this population because of not being in a position to investigate this. we can not say that eooK ,16 eacE Z30 there is an opportunity for the residents of the middle of the County to be exposed to activities that are of interest or even that we adequately offer these opportunities to other sections of the County. In order for this to happen, we will have to look at the makeup and the capabilities of our present staff from both a time perspective and our abilities. This effort can certainly be enhanced by efforts of other departments, but here again, we may experience the same restrictions. Supervisor Spivey stated he believes the County does have to have a vision and it is very important when money is appropriated to know how the money will be used. I do not believe the department should have the total .responsibility of deciding this because this is what the budget process is all about, knowing how it will be spent. Mr. Nogiec stated. up to this point, the Authority has not been in a position to do the surveys to which Vice Chairman Bradshaw is referring. We have not had the money to bring someone in to do this, nor the staff. The Authority has presented in this budget the facilities it is responsible for maintaining. The County has facilities that are designed for particular interests, such as the skating rink, and the County also has facilities that can provide for general services, such as Nike and Robinson Parks. As far as programs, the County needs to find out what the citizens want and how to go about providing such programs. With the additional. schools and auditoriums, the County is now in a position where it can offer some cultural arts types of activities. Supervisor Spivey stated a needs assessment is part of the mission of the Authority to address what the needs are and to plan accordingly. Supervisor Bradby stated Parks and Recreation is an ideal way to curb the crime rate in the County and one day he hopes there will be some kind of facility in each district of the County. Mr. Nogiec stated if there are citizens interested in a particular program, the Authority will do everything possible to initiate it. Mr. Nogiec noted a plan has already been prepared for Tyler's Beach which would be a great. area if the County. can develop the facility. // Vincent Doheny, Director for the Western Tidewater Community Services Board,.stated he is requesting an increase of $280,199 for the cost of doing business on memberships and subscriptions, advertising, utilities, supplies, printing, facility, equipment maintenance, vehicle operating costs, insurance and a 5% increase in postage. Mr. Doheny stated $2.86 is received from the County per capita which is the.. highest of the four participating communities. Mr. Doheny stated services are now provided for 813 County residents and for every dollar provided by the County, the County receives back $28.67. Mr. Doheny stated the State funds per capita are 33% or $19.51 and Federal funds are 4.5%. Other funds per capita, which are interest and donations received, is 4.6% or $4.23. We receive 54% which is earned through fees and workshop sales, he stated. 12 1 .•. 1 1 1 BOOK ~6 PAGE ~31 // Diane Howard, Director of the Isle of Wight/Smithfield Tourism- Bureau, stated a survey was performed recently of 30 tourist related businesses in the County which determined 26 to have increases in 1994. Ms. Howard stated the percentage of increase due to visitors in the area averaged out to be a 45% increase with ten businesses advising of an increase in hiring of personnel. Ms. Howard stated in 1993 there was a 39% . conversion rate, with no visitors from four states in the United States and noted the top three foreign countries. Ms. Howard stated In 1994, the conversion rate was 66%, with no visitors from three states, and the foreign visitation from the top three countries were the same as 1993. Ms. Howard stated St. Lukes Church is the County's top tourist attraction with 18,000 visitors for 1994. Ms. Howard stated for the second year in a row, a large increase is being requested from the Tourism Bureau in operating money, with no capital improvement money. Ms. Howard stated the Tourism Bureau in July of 1995 must begin paying rent and utilities because the Chamber of Commerce will no longer carry the Bureau in-kind for -that item. Mrs. Howard stated in January, the Chamber of Commerce plans to move from its present facility and the Bureau must either go with them or stay where it is although the Tourism Bureau has not yet reached. a decision. Ms. Howard stated she does not believe the budget will continue to increase in the amounts it has in the last two years providing the Bureau can be funded this year. Regarding the telephone. and postage line items, the Bureau's request is up by 200%. Chairman Cofer asked if the rent would go to APBA. Ms. Howard stated if the Bureau remains in the .old Courthouse, the rent would go to the APBA. The utilities are excessive because the building is old with high ceilings and no insulation, stated Ms. Howard. Bob Alpino, Administrator for the Health District,. stated the Health Department is requesting a 3% inflation adjustment from the County's portion of the proposed budget in the total amount of $326,613. For FY1994-95, the County's contribution to the overall budget was only 13.8% of the-total expenditures because the Health Department earns revenues. The State employees are. now in the middle of a State hiring freeze since December. 1, 1994 and the Governor -has signed a severance package bill where employees will have to indicate by March 31, 1995 if they plan to leave State service on May 1, 1995. Last year, $24,000 was returned to the County which was not spent by the Health Department. // 4 Andy Rose, Walter Cecil Rawls Library, stated the Library is requesting a proposed budget increase of 5%. The new library in Windsor was opened last year with plans for a new library in the Carrollton. area. The increase this year is mostly due to salary increases for the entire system because over the past three years, the Library experienced three years. of 13 BOOR , . ~t~i PAGE Z3~ zero increases, one year. at a 2% to 4% increase and last year at 2%. Mr. Rose stated the Library has decided that if shortfalls are experienced in their budget request, that area will suffer the consequences. /1 Mitchell Hunter, Treasurer of the Windsor Volunteer Fire Department, stated the Department is expecting a pumper truck to arrive in June of 1995 with an insurance premium due of approximately $2,000. Mr. Hunter stated the Department is now operating equipment that is 20 years old with increased expenses. The Department now has 35 active members with full equipment, equating to a cost of approximately $2,000 per member, including pagers. The Department is .answering '80% of calls from the County and 20% from the Town of Windsor and both the County and the Town contribute on a percentage .basis. The requested amount is $46,650 from the County. Last year the County contributed $22,048 and the Town contributed $15,750. The agreement between the Department and Pierce Truck Company was $229,000. and the new truck is anticipated to go on the production line in April of 1995. .Pierce Truck Company has asked the Department to send members out to inspect the truck on the 22nd .and 23rd of May with. the. intention of making delivery of the truck on June 21, 1995 in Windsor. Included in the contract is an advanced discount and if the County. can provide a check for $4,771 sixty days before the delivery date this amount will be discounted from the $229,000 which would bring. the cost of the truck down to $224,229. Supervisor. Bradby asked if the insurance costing $2,000 would be an additional premium. Mr. Hunter replied "yes". The Department's insurance runs approximately $10,000 per year and up until two years ago the Town of Windsor took care of those items, but they have now decided the Department should pay its own bills. Vice Chairman Bradshaw asked Mr. Hunter if the Department has worked with the Volunteer Fire Departments and Rescue Squads Association because he understands they are attempting to consolidate insurance. Mr. Hunter stated at the present time, the Department is in the processing of incorporating and at that time the Association will attempt to come. up with realistic figures. Supervisor Bradby asked why the Windsor Volunteer Fire Department is just now incorporating. 1 Mr. Hunter stated several months ago the County Attorney was asked to explain the incorporation process to the members although he did not get to the meeting. The Fire Chief brought in an attorney two months ago and the Department is now in the process of incorporating. Vice Chairman Bradshaw asked Mr. Hunter if the Volunteer Fire 14 1 r 1 sno~ .16 Pact 233 1 1 Departments and Rescue Squads Association is supporting the Department's operating budget. Mr. Hunter stated the Association has. not looked at individual operating budgets. The Association wants the bepartment to incorporate first and they will proceed from there. Vice Chairman Bradshaw asked Mr. Hunter if the Department has not . been involved in the Association. Mr. Hunter stated the Fire Chief has attended several meetings but has not brought any information back to the Department and the Department has not agreed or voted to get into the Association. Vice Chairman Bradshaw asked the County Attorney to elaborate on what involvement there is with the Department and the Association. County Attorney Crook stated the Department has been discussing incorporation for approximately a year. Mr. Hunter stated as of the. January meeting the necessary paperwork is in the hands of Mr. Rawls who is doing this without payment. // Diane Hall,. Director of the Genieve Shelter, stated she is requesting $3,000 in her proposed budget. Ms. Hall stated when she took the position the Genieve Shelter budget was $54,000 and at close out for this year will be $115,000. Ms. Hall stated she found additional grant sources that are. stable and next year's budget is projected to be approximately $125,000. The Shelter services the County, Town of Smithfield, Suffolk, Franklin, Southampton County and Surry County in a 117 mile radius.. Ms. Hall stated there are three full-time staff people, one shelter with five beds located in Suffolk, and a transitional house opened last November in the County where one family can stay for up to one year. The lease is $1 for ten years with the Farmers Home Administration. Ms. Hall stated the County's contribution will often be combined with other contributions from local governments to match a grant or it goes into the general operating fund. Vice Chairman Bradshaw asked Ms. Hall how she could be reached by organizations that wish to contribute. Ms. Hall stated she can be reached at the 1-800 number.. The State received $44,000 from State grants last yearand $25,000 from a Federal grant that may not exist next year.. The Shelter `:receives $17,000 each year from fund raising and local contributions. Supervisor Spivey asked Ms. Hall if she refers out to other localities when she does not have a place for someone. Ms. Hall replied "yes" no one is ever left at home in a dangerous 15 a~oK ~ , 16 PACE 234' situation. There are five shelters in the Tidewater area .and the Genieve Shelter sends women to Newport News, Williamsburg, Norfolk and Portsmouth. // ' At 4:40 p.m., Chairman Cofer moved the Board adjourn the work session meeting.. The motion was adopted unanimously (5-0). ... ~- Malcolm T. Cofer, Cha man W. Dou as askey, Cl M