04-11-2002 Continued MeetingaooK 2~ .~,;~-7~2
CONTINUED MEETING OF THE ISLE OF WIGHT. COUNTY BOARD
OF SUPERVISORS HELD THE ELEVENTH DAY OF APRIL IN THE
YEAR TWO THOUSAND AND TWO
PRESENT: Robert C. Claud, Sr., Chairman
Richard K. MacManus, Vice Chairman
Stan D. Clark
Phillip A. Bradshaw..
Henry H. Bradby
Also Attending: H. Woodrow Crook, Jr., County Attorney
W. Douglas. Caskey, County Administrator
Donald T. Robertson, Assistant
County. Administrator/Director of
Human Resources
Carey H. Mills, Recording Secretary
.Chairman Claud called the continued meeting to order at 4:30 p.m. for
the purpose of conducting a work session on the FY2002-2003 Operating
Budget.
Anne F. Seward, Director of Budget and Finance, stated the Tourism
Budget has been adjusted down by $574 as recommended by the
Committee. She stated the Board indicated that $3,000 for the Southampton
Roads Resource .Conservation District has been included in the budget
under the ~ Board of Supervisors. .She stated the budget includes salary
adjustments and corrections. She stated she .removed an estimated amount
for salary increases for Public Utilities from. the General Fund side. She
stated she. included funding .for .the Treasurer's Department to be
incorporated into the County's Pay and Classification Plan. She stated she
has provided the Board. with a status of all of the various requests made at its
last work session, as well as a summary of the Board actions made at its last
meeting: of items to be revisited to include the school's contribution amount.
She stated the County is reimbursed by the State .for the costs associated
with the disaster exercises done by Virginia Power and the delinquent tax
collection process needs ~ to be further addressed with the County Attorney.
She distributed a memorandum from the Director of Youth Services in
regards to how effective her Department can be with the minimal amount of
funding that is .included in this budget. She stated a meeting has been
scheduled with representatives from .the Surry Area Free Clinic and the
Assistant County Administrator is in the process of examining options to try
to diminish the General Fund subsidy for .the Skating Rink.. She stated the
Board could adopt an ordinance, which would allow the County to charge a
fee. for court security, not to exceed $5 on all cases handled by the Courts.
.Supervisor Bradshaw moved the Board direct the County Attorney to
draft an ordinance implementing a court security fee in the amount of $5,
The motion was adopted with Supervisors MacManus, Bradby, Bradshaw,
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Clark and Claud voting in favor of the motion {5-0) and no Supervisors
voting against the motion.
Ms. Seward stated she spoke with the Commissioner of the Revenue
regarding the issue of the decline in business license taxes. She stated while
the annexation is a major reason for the decline, there was a legislative
change that no longer require public service corporations to obtain business
licenses. She stated she would have a report for the Board concerning .State
revenue reductions when .the School's Finance Director :provides her with
certain information.. She stated she is continuing to work on the projection
of revenue and expenses for the Board's information. She stated the tax for
mobile homes can not exceed the real estate rate. She stated the Board
could impose a tax of 1 /3 of .the State's tax amount for probate on wills,
which would be approximately $8,000 m new revenue.
Supervisor. Clark moved the Board direct the County AttornEy to
prepare an ordinance to impose. a tax of 1/3 of the State's probate tax
amount. The motion was adopted with Supervisors MacManus, Bradby,
Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no
Supervisors voting against the motion.
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Mrs. Seward noted that the County's motor vehicle license fees are
low and the Board can charge up to the State's amount.
.Chairman Claud moved the Board direct Ms. Seward to provide the
Board with additional information as far as what the County is allowed to j
charge relative. to DMV .fees..
Lyle D. Hornbaker, Information Services Coordinator, stated the
recommended budget has all the priority one items that can be accomplished.
this year. He explained these items are needed for economic development
efforts and these items help to support- that. He stated the priority two and
priority. three items are not included in the budget and will be shifted to the
following year which will take it from a three (3) year implementation to a
four (4) year implementation.
E. Wayne Rountree, P.E., Director of Public Utilities, noted the GIS as
it relates to the Master Water and Sewer Plan is~called a Master Plan which
is the topographic survey as opposed to the Plan being a written document.
and utilization of that topographic. developing master. sewer. pump station
locations, line sizes, line locations, etc. He stated GIS is a base mapping.
that allows the document to be developed and written.
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Supervisor Bradshaw recommended that the. Board move forward and
address this: item when the need- arises.
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Supervisor Bradshaw. noted.. that expenses have increased by
approximately $150,000 for the purchase of water, however, the sale of
water has increased only approximately $9,000.
Mr. Rountree stated in the Newport.. Development Service District
treated water would be brought into the County from the City of Suffolk by
way of the. Western Tidewater Water Authority. He stated staff has designed
and constructed a water system designed for approximately fifty (50) years...
He stated the County does not have a customer base today to support that,
but the County will in over the next ten (10) to ~ fifteen (15) years, and
systems are primarily designed for that time span. He stated until the
County gets a customer base that is moving the water through the pipe, if the
systems are not flushed out, the water will .get stagnant, and in the early
years. the County will constantly be flushing water through these pipes and
the County is purchasing roughly thirty percent (30%) more water than the
County is selling. He stated due to fluoride levels, the County is having to
shut down several of its wells in the northern part of County that we are
currently pumping well water relatively cheaply and the County will be
buying treated water relatively expensive from the Western Tidewater Water
Authority.
Donald M. Long, Director of Public Works, stated it would be to the
County's advantage to hire an individual. certified as an HVAC Technician
to fix heating and air conditioning units that are currently being contracted
out, as well as double as the individual who can remove freon.
Chairman Claud requested Mr. Long, in conjunction with the Director .
of Budget. and Finance, to calculate what the County currently spends
annually on heating and air conditioning maintenance versus contracting
this service out.
Supervisor MacManus noted the Board needs to also know what the
capital costs to start up such an operation in-house would be.
4 Mr. Long stated two (2) individuals would be needed to man the
~ convenience centers in Carrsville, Camptown and Walters. He noted there
would be start up costs associated with the Walters center. He stated there
might also be a cost for travel if the County did not provide an individual
with a vehicle to get from center to center. He .stated there may also be an
.issue with apart-time employee and how many hours this employee can
work a week. .
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:.Supervisor Bradshaw requested Mrs. Seward work with Mr. Long and
prepare an analysis of what the best. approach would be.
Mr. Long stated the .compensation account for refuse collection pays
for overtime, holidays and storms. He stated SPSA has given its permission
to the County to .use its own workforce to open and man the transfer centers
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so trash can continue to be dumped on Saturdays and Sundays. He stated he
needs approximately $32,000 in the compensation account for refuse
collection.
Supervisor Bradshaw suggested that. it might. be worthwhile to pursue
door-to-door collection than for the County to maintain all its current trash
sites.
,Supervisor MacManus stated SPSA is currently doing a study in the
Cities of Portsmouth and Norfolk and he would suggest the Board wait to
see what these- studies reveal before taking any action.
Mr. Long stated he would get with Mrs. Seward regarding the HVAC
Technician position and he would have a recommendation on the three (3) ~,
convenience centers in the southern portion of the County.
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Jonathan W. Hartley, Director of Planning and Zoning,. addressed the
Board concerning the $15,500 contained in his budget for stormwater ',
management: He stated the phase .two (2) of the program applies to
jurisdictions over 50,000 and other jurisdictions designated by the State. He ~ ~
stated the State would revisit .and. potentially. revise. this later on this FaIL
He stated the Hampton Roads Planning District Commission (HRPDC) has
advised him that there is a strong suspicion that the County will then be
added to that list of communities that are phase two (2) communities. He:
stated the $15,500 is pooled together with other communities and the
HRPDC is putting together a permit application on the County's behalf.
County Administrator Caskey informed Mr. Hartley that there is an
article contained in the VACo Newsletter that does not .identify the County
as being a phase two (2) community.
Mr. Hartley stated. he would verify if the article is accurate.
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Chairman Claud stated if the County thinks it will be included, there.
are cost effective advantages to doing these things rather than hiring.
,consultants. He stated the HRPDC polled localities to determine who would
be participating and he believes the .County did commit. to participate and
HRPDC's work program has been set up based on that poll.' He requested
Mr. Hartley investigatethis and report back to the Board.
Supervisor MacManus .referenced the Zoning and Subdivision
Ordinances line item in the amount of $40,000 to hire a consultant. He
recommended that staff does ~ more cut and paste rather than hire a
consultant. He asked Mr. Hartley to elaborate on the $10,000 included for
surveying.
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Mr, Hartley stated the surveying services are associated with the road
contained in the Rural Addition Program. He stated surveying .services are
used to document any encroachments that are out there and use that
.information for VDOT to inform. the .County what it has to fix before the
State takes the road into the system.
Chairman Claud asked Mr. Hartley to explain what the maintenance of
drainage ways entails.
Mr. Hartley- stated staff has been involved with. a project on Central
Hill Road and another on Bowling Green Road where the County has
cleaned out ditches that have historically been maintained by VDOT. He
stated this was included in the budget because he recommends the Board
discuss the issue of drainage as the County has drainage easements. that are
being taken in as land is developed in the northern end of the County. He
stated VDOT is also referring more and more drainage issues to the County
where the outfall drainage ditch is not located on State right-of--ways. He
..stated there are drainageways where the County has no easements and staff
put funds in the budget because it is an issue that is coming forward as the
County develops more and more developments that have drainage easements
that the County is accepting.
Supervisor Bradshaw recommended Mr. Hartley address these issues
in the Strategic Plan so that the Board can further discuss it and become
more knowledgeable. He stated the County should not be .accepting the
drainage easements as this should be the responsibility of the, Homeowners
Association to maintain the outfall ditches.
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Ms. Seward distributed information pertaining to the. E-911 budget for
the central dispatch, which includes the Town's participation. She stated
. also included is seven (7) full-time dispatchers at $21,000 each, but does not
include the five (5) dispatchers that are currently being funded through the
County's General Fund. She stated it includes two (2) Supervisors and one
(1) Central Dispatch Manager, as well as the lease. payments for the upgrade
of the equipment. She stated it does not include any reserve for any
additional capital needs. She stated in the proposed CIP is a $1.4.million
expenditure for. communication .issues with radio towers. .She stated she
would allocate that portion of the debt service to this fund which-would pick
up at a future date. Mrs. Seward stated she would address this issue .with
the Central Dispatch Board members next week when they meet and bring it
back. to the Board.
Chairman .Claud recommended that the Board consider allocating
capital funds for the future.
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Mrs. Seward stated the proposed E-9.11 budget is def cient in funds by
approximately $46,000. She stated this would require an additional draw
from General Fund of $31,155 that has not been incorporated into the
County's budget. She stated. there will. be a $11,625 contribution from the
Town of Smithfield and $3,720 contribution from the Town of Windsor.
Mrs. Seward requested direction from the Board concerning the
request from the contracting firm to put the assessment information and link
it to the County's website. She stated this would need to be printed on the
notices .which are due to be sent out next week. She stated the
Commissioner of Revenue would, prefer the assessments not to be posted to
`the website:
The Board .noted.. its concurrence not to post
.the: assessments to the
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County's website this year.
Donald T: Robertson, Assistant County Administrator/Director of
Human Resources, addressed the Board. concerning. the desire of 100
employees who have expressed the desire to have twice a month
compensation. He stated included in the: Board's agenda is a listing of-the
other communities in Hampton Roads and the .frequency in which their
employees are compensated. He stated there is additional information the
Board will need -prior to making a decision on this, such as the cosh to
implement this system and what benefits or drawbacks there might. be in
revising. the County's current schedule. of compensation,
Chairman Claud stated the Board may wish to consider granting .the
request: if there are a sufficient number of employees desiring twice a month
pay once the Board has the opportunity to evaluate the financial impact. He
stated if the employees feel this. is important to them and it is not a major
financial .burden, he believes the Board should. look seriously at into meet '
that need.. ~
County Administrator Casket' reminded the Board that #here have
been other similar issues that have come up in the past such as interest in
retiree coverage for insurance that would benefit the employee.
Supervisor Bradshaw stated twice a month pay does not increase the
compensation or benefits of an employee, but it will impact the County ~
financially. He stated he would rather ask the employees if they .would
prefer an increase in :benefits versus a: more frequent pay cycle. .
* Mrs. Seward suggested that staff comprehensively review all of these.
-issues and let the employees decide what the most important thing to them
is. She suggested giving the err~ployees a voice to .state there priorities and
then work to see how the County can get it implemented, if not all today,
" then piece by piece via a plan.
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.Supervisor Bradshaw. recommended that the Board direct the County
Administrator evaluate the County benefits program, to include .the pay
cycle, and provide the Board with options that can be reviewed.
Supervisor MacManus stated he would not like to defer. on something
that shows that the County is not in line with the majority of its peers and
how it treats its employees. He stated the same type of treatment should be
shown to the County's employees as would be received in other
communities. ,
Supervisor Bradshaw stated he is in favor of providing benefits to the
.employees and he has always thought the County's benefits are behind what
.other jurisdictions are offering. He stated that while he understands the
request for twice a month pay, he would rather deal with other benefits such
as medical and dental because medical costs are extremely high. He stated
he is not open to an option where the employee will receive no additional
compensation and .all administrative costs fall on the County's side.
Supervisor Bradshaw recommended that the Board direct the County
Administrator evaluate first the option of twice a month pay and proceed
with a County benefits program and provide the Board with options that can-
be reviewed. The motion was adopted with Supervisors MacManus,
Bradby, Bradshaw, .Clark and Claud voting in favor of the motion (5-0) and
. no Supervisors voting against the motion.
Mr. Robertson stated in 1997 some of the minute books from the
Smithfield Town Council meetings were conveyed to the Isle of Wight
County Museum via a Deed of Gift. He stated the Town of Smithfield has a
need for the Isle of Wight County Museum to return these minute books and
included in the agenda is a resolution for consideration by the Board to
accomplish this.
Supervisor MacManus moved the Board direct the County Attorney
take the appropriate actions to return to the Smithfield Town Council -the
Minutes Books. The motion .was adopted .with Supervisors MacManus,
Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and
no Supervisors voting against the motion.
Supervisor Bradshaw inquired about the VACo request regarding the
Governor's fee on trash disposal from out of State.
County Administrator Casket' advised that SPSA is having a called
meeting on Monday morning.
Supervisor MacManus stated he sits on the Legislative Committee for
SPSA and the position SPSA holds with regard to fees for out-of--state is that
if it is being brought in to use as fuel for the power station that would be
different .than putting it into a landfill and .that there should be a
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differentiation where you .have exceptions for out-of--state .waste being
brought in to generate power that,, in turn, is being sold or used to help offset
the cost of SPSA. He stated he would suggest that the County ensure that
there is an exception for a fee to be charged by the State to prevent it from
being billed against that which the County is using for-fuel.
Supervisor MacManus moved the Board relay that the County desires
to ensure that there is an exception for a fee to be charged by the State to
.prevent it from being billed against that which the County is using for fuel
as the Isle of Wight County position. The motion was adopted with
Supervisors MacManus, Bradshaw, Bradby, Clark and Claud voting in favor
of the motion (S-0) and no Supervisors voting against the motion.
Mrs. Seward stated the CIP would be coming to the Board at its next
meeting, which should be an integral part of the Budget. She. suggested the
Board set its next work session for discussion of the CIP.
The Board members suggested a potential.. date of April 25, 2002 at
6:30 p.m. to hold its next work session to address .the CIP, the Operating
Budget and potentially the. school budget.
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Supervisor Bradshaw moved the Board-.appoint Supervisor Clark to
the Rescue Boundary Committee. The motion was adopted unanimously (5-
0).
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Supervisor Clark moved the Board adjourn at 6:05 p.m. The motion
was adopted unanimously (5-0).
Robert C. Claud, Sr., hairman