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
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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
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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,
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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
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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.
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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.
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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.
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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
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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.
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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.
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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
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Alan E. Casteen, Chairman