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05-11-2023 Work SessionWORK SESSION MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD IN THE ROBERT C. CLAUD, SR. BOARD ROOM OF THE ISLE OF WIGHT COUNTY COURTHOUSE LOCATED AT 17090 MONUMENT CIRCLE, ISLE OF WIGHT, VIRGINIA ON THURSDAY, THE ELEVENTH DAY OF MAY IN THE YEAR TWO THOUSAND AND TWENTY-THREE AT SIX O'CLOCK P.M. BOARD MEMBERS PRESENT: William M. McCarty, Chair - District 2 Joel C. Acree, Vice Chair - District 4 Richard L. Grice - District 1 Don G. Rosie, II - District 5 Rudolph Jefferson - District 3 STAFF MEMBERS PRESENT: Randy R. Keaton, County Administrator Donald T. Robertson, Assistant County Administrator Robert W. Jones, Jr., County Attorney Amber Johnson, Deputy Clerk Stephanie Humphries, Budget & Finance Director Teresa Morgan, Comptroller Marina Hitchings, Financial Analyst Michelle Clark, Human Resources Director Linda Tuck, Human Resources Coordinator Gerald Gwaltney, Commissioner of Revenue Meagan Doggett, Chief Deputy Commissioner of Revenue CALL TO ORDER The Chair called the meeting to order at 6:00 p.m. APPROVAL OF AGENDA Supervisor Jefferson motioned to approve the agenda as presented. The motion was unanimously adopted (5-0). INVOCATION Don Robertson gave the invocation and led the Pledge of Allegiance. COUNTY ADMINISTRATOR'S REPORT A. Proposed Sick Leave Bank Policy - Michelle Clark explained proposed changes to Article XIII — Section 13.0 — Leave Donation. These changes will be on the May 18 agenda for action. B. Proposed Operating & Capital Budgets for FY 2023 — 24 and related ordinances. There was much discussion regarding the proposed budget, proposed tax rate, and the reassessment. Supervisor Grice motioned to approve an Ordinance approving the county operating and capital budgets and appropriating funds for expenditures contemplated during the Fiscal Year beginning July 1, 2023, and ending June 30, 2024, and regulating the payment of money out of the County Treasury. The motion was unanimously adopted (5-0). AN ORDINANCE APPROVING THE COUNTY OPERATING AND CAPITAL BUDGET AND APPROPRIATING FUNDS FOR EXPENDITURES CONTEMPLATED DURING THE FISCAL YEAR BEGINNING JULY 1, 2023 AND ENDING JUNE 30, 2024, AND REGULATING THE PAYMENT OF MONEY OUT OF THE COUNTY TREASURY BE IT AND IT IS HEREBY ORDAINED by the Board of Supervisors of Isle of Wight County, Virginia, to -wit: Section 1: Except as provided in Section 2 of this Ordinance, the County of Isle of Wight, Virginia, Proposed Annual Operating and Capital Budget, Fiscal Year 2023-2024 dated April 1, 2023, along with the associated Uniform Fee Schedule attached hereto as Exhibit A (hereinafter referred to as the "County Budget"), and submitted by the County Administrator, as amended by the Isle of Wight County Board of Supervisors, is approved as the County Budget for the fiscal year beginning July 1, 2023, and ending June 30, 2024. Section 2: The County Budget shall be subject to transfers authorized by law and to such further amendments by ordinance, pursuant to Section 15.2-2507 of the Code of Virginia (1950, as amended), as the Board of Supervisors may deem appropriate. Section 3: The amount named in the County Budget, as amended, for County operations for the fiscal year beginning July 1, 2023, and ending June 30, 2024, in the following fund amounts are hereby appropriated from the revenues of the County for use by the various funds of the County Government referenced in said budget for the said fiscal year. Any appropriation to a specific fund but identified as a revenue source in another fund is specifically designated and restricted for accounting and transfer purposes only and not for any other expenditure from the source fund. Fund 2023-2024 General Fund $95,536,114 Debt Service Fund $948,240 Capital Projects Fund $7,689,445 Grants Fund $569,288 911 Fund $2,903,474 County Fair Fund $501,095 Social Services Fund $5,323,925 Children's Services Act Fund $528,791 Technology Services Fund $1,739,239 Risk Management Fund $906,679 Public Utility Fund $13,396,868 Stormwater Fund $1,487,500 Economic Development Authority $4,153,386 Total County Funds Budget $135,684,044 Section 4: Except as it may be amended from time to time in accordance with applicable law by the Isle of Wight County Board of Supervisors, at the request of the Isle of Wight County School Board, the Isle of Wight County School Operating and Capital Budget, Fiscal Year 2023-2024, dated March 22, 2023, and submitted to the Isle of Wight County Administrator by the School Superintendent for consideration by the Isle of Wight County Board of Supervisors, is approved, as amended, as the annual budget for educational purposes for the Fiscal Year beginning July 1, 2023 and ending June 30, 2024. Section 5: Pursuant to Section 22.1-94 of the Code of Virginia, the following classification appropriations are hereby made for Isle of Wight County Public Schools ("Public Schools") for the fiscal year beginning July 1, 2023, and ending June 30, 2024: Educational Classifications 2023-2024 Instruction $63,813,552 Administration, Attendance and Health $3,936,316 Pupil Transportation $5,032,663 Operation and Maintenance $8,065,724 Technology $4,134,859 School Food Services $2,574,964 Facilities $441,779 Debt and Fund Transfers $446,977 Contingency Reserves 0 Total Public Schools Budget $88,446,834 Section 6: All payments from funds shall be made in accordance with general law and applicable ordinances and resolutions of the County, except as otherwise specifically provided herein; provided, however, that payments from the funds appropriated for the support, maintenance and operation of the Public Schools of the County shall be made by the County Treasurer upon warrants drawn by the proper officer or officers of the School Board of the County; and provided further that payments from the funds appropriated for expenditures of the Department of Social Services shall be made by the County Treasurer upon presentation of warrants drawn by the Social Services Director and approved by the Isle of Wight County Board of Social Services. Section 7: The Board of Supervisors hereby authorizes the issuance and sale of the County's revenue anticipation note or notes (the "Note" or "Notes"), pursuant to Section 15.2-2629 of the Code of Virginia (1950, as amended) (the "Virginia Code"), in the aggregate principal amount of up to $25,000,000 in anticipation of the collection of the taxes and revenues of the County for the fiscal year ending June 30, 2024. If either the County Administrator or County Treasurer deems that the cash flow needs and the financial condition of the County warrant the issuance of a Note or Notes, the County Administrator or the County Treasurer (each hereinafter referred to as the "County Representative") is authorized and directed to accept a proposal or proposals for the purchase of the Note or Notes and to approve the terms of the Note or Notes, provided that the aggregate principal amount of the Notes shall not exceed $25,000,000, none of the Notes shall mature later than June 30, 2024, and no interest rate on any of the Notes shall exceed 7%. The County Representative and the Clerk of the Board of Supervisors (the "Clerk") are hereby authorized and directed to execute an appropriate negotiable Note or Notes and to affix the seal of the County thereto and such County Representative is authorized and directed to deliver the Note or Notes to the purchaser thereof. The County Representative, and such officers and agents of the County as the County Representative may designate, are hereby authorized and directed to take such further action as they deem necessary regarding the issuance and sale of the Note or Notes and all actions taken by such officers and agents in connection with the issuance and sale of the Note or Notes are ratified and confirmed. Section 8: The Board of Supervisors hereby authorizes the lease financing of various County vehicles and equipment essential to the performance of governmental functions as provided for in the adopted Fiscal Year 2023-2024 County Budget. The funds made available under the lease will be deposited with a banking institution pursuant to an Escrow Agreement following procurement of a financial institution in accordance with the Virginia Public Procurement Act. The County Administrator is authorized to execute the lease agreement and financing documents on behalf of the County and the County Clerk shall affix the official seal of the County to the Financing Documents and attest the same. Section 9: The amounts appropriated by this Ordinance shall be expended for the purpose of operating the County government during the 2023-2024 Fiscal Year; and, with the exception of the items the payment of which is fixed by law, shall be expended in such proportions as may be authorized by the County Administrator from time to time. Section10: All outstanding encumbrances, by contract or fully executed purchase order, as of June 30 of the fiscal year, shall be offset by an equal amount of assigned Fund Balance for expenditure in the subsequent fiscal year; provided, however, that if performance of a contract or purchase order has been substantially completed, an expenditure and estimated liability shall be recorded in lieu of an encumbrance. Section 11: All restricted, committed or assigned fund balance project or program balances standing on the books of the County at the close of business for the fiscal year ending June 30, 2023 in the amount of $50,000,000 or less that have not been expended or lawfully obligated or encumbered are hereby reappropriated to be used to fund the purposes, programs, or projects for which the funds were appropriated. Section 12: The payment and settlement, made during the 2023-2024 Fiscal Year, of any claim of any kind against the County; and final judgments, with interest and costs, obtained against the County during the 2022-2023 Fiscal Year, shall be paid upon the certification of the County Attorney and the order of the County Administrator from funds appropriated to the Risk Management Fund; or from the funds appropriated for the expenditures of the Fund involved in the subject matter of the claim or judgment; or from the General Fund; as the County Administrator shall find necessary. Section 13: Except as otherwise specifically required by law or approved by the Board of Supervisors by resolution, any salary or wage expenditure, and any expenditure of any kind or description having the effect of a salary or wage payment, shall be made only for a position, the description of which is identified in the County Pay and Compensation Plan or which has received prior approval of the Board of Supervisors. Any other expenditure shall be calculated to result in total expenditures within the Fund stated in the County Budget, except that transfers of unexpended and unencumbered balances or portions thereof, initiated by a department director and approved by the County Administrator, are permitted within Funds. The proper officer or officers of the Public Schools may make transfers within Classifications as prescribed by policy set by the Isle of Wight County School Board. Section 14: The County Administrator is authorized and directed to do all lawful things necessary to implement and administer the County Budget for Fiscal Year 2023-2024. Section 15: All ordinances and resolutions, or parts thereof, in conflict with the provisions of this Ordinance, to the extent of such conflict, are repealed. Section 16: This Ordinance shall be in effect on and after July 1, 2023, and it shall be published C. FY2024 — 33 Capital Improvements Program Supervisor McCarty motioned to approve the following Resolution adopting the FY2024- 33 Capital Improvements Program. The motion was unanimously adopted (5-0). A RESOLUTION TO ADOPT THE 5 FY 2024-2033 CAPITAL IMPROVEMENTS PROGRAM WHEREAS, for planning purposes, capital improvement projects have been identified and listed for consideration along with their respective costs in the FY2024- 2033 Capital Improvements Program; and, WHEREAS, the Board of Supervisors deems it appropriate to adopt a capital improvements program in accordance with the Code of Virginia. NOW THEREFORE BE IT RESOLVED that the Board of Supervisors of the County of Isle of Wight, Virginia adopts the FY2024-2033 Capital Improvements Program. D. Classification and Compensation Plan for Fiscal Year 2023-24 Supervisor McCarty motioned to approve the following Resolution to approve the Position Classification and Compensation Plan for Fiscal Year 2023-24. The motion was unanimously adopted (5-0). RESOLUTION TO APPROVE THE POSITION CLASSIFICATION AND COMPENSATION PLAN FOR FISCAL YEAR 2023-2024 WHEREAS, the Board of Supervisors has approved the FY 2023-2024 Annual Operating Budget; and, WHEREAS, in accordance with County Policy (Chapter 1: Personnel, Article II, Position Classification Plan and Article III, Compensation Plan), the Position Classification and Compensation Plan containing the Salary Schedule and Schematic List of Classes assigned to Salary Grades has been prepared as referenced in the attached exhibit in accordance with the Approved FY 2023-2024 Annual Operating Budget. NOW, THEREFORE, BE IT AND IT IS HEREBY RESOLVED by the Board of Supervisors of the County of Isle of Wight, Virginia that the FY2023-2024 Position Classification and Compensation Plan is adopted and shall remain in effect until amended by the Board. The Chair adjourned the meeting at 8:40 p.m. Amber Johnson, Deputy Clerk William M. McCarty, Sr., Chair