03-18-1996 Continued Meetingeaer. 16 •..- 578
CO>\Tl['i1~TUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF
SUPERVISORS HELD THE EIGHTEENTH DAY OF MARCH IN THE
YEAR NINETEEN HUNDRID NINETY SIX
PRESENT: Phillip A. Bradshaw, Chairman
Henry H. Bradby, Vice Chairman
O. A. Spady
Robert C. Claud
Malcolm T. Cofer
Also Attending: H. Woodrow Crook, Jr., County Attorney
W. Douglas Caskey, County Administrator
Carey H. Mills, Assistant Clerk
Chairman Bradshaw called the meeting to order at 3:30 p.m. and
called for Agenda :Item 1: New Business.
County Administrator Caskey stated the Board at their February
meeting authorized hirn to submit an application to the State Council on
Local Debt for the refunding of bonds. Mr. Caskey stated included in the
agenda is a resolution for the Board's consideration in this regard.
Supervisor Spady moved the Board adopt the following resolution:
RESOLUTION AUTHORIZING APPLICATION TO THE
STATE COUNCIL ON LOCAL DEBT AND OTHER ACTIONS
IN CONNECTION WITH THE ISSUANCE AND SALE OF
REFUNDING BONDS BY ISLE OF WIGHT COUNTY, VIRGII~TIA
WHEREAS, it appears to be in the best interest of Isle of Wight
County, Virginia (the "County"), to refund all or portions of the following
bonds of the County (the "Outstanding Bonds") to take advantage of
favorable market conditions:
Issue atu
General Obligation Public 2001-2010
Improvement Bonds, Series
of 1990
General Obligation School 2003-2012
Bonds, Series of 1991
WHEREAS, prior to refunding the Outstanding Bonds, the County is
required by State law to obtain the approval of the State Council on Local
Debt;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF
SUPERVISORS OF ISLE OF WIGHT COUNTY, VIRGINIA:
1. The County Administrator is hereby authorized to pursue the
necessary requirements for the issuance of refunding bonds of the County
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(the "Bonds") in an amount sufficient to refund the Outstanding Bonds and
to pay costs and expenses in connection with such refunding.
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2. The County Administrator is hereby authorized and directed to
apply to the State Council on Local Debt for approval for the issuance of the
bonds. The Bonds shall not be issued until their issuance shall have been
approved by the State Council on Local Debt, as required by Section 15.1-
227.46 of the Code of Virginia of 1950, as amended.
3. This resolution shall take effect immediately.
The motion was adopted unanimously (5-0).
Anne F. Seward, Director of Budget and Finance, stated included in
the Board's agenda is a request for two additional multiplexors for the
Courthouse. complex. Ms. Seward stated in an effort to properly set up the
Department of Public Utilities the County is in need of additional ports as
the County presently does not have the capability for additional hook-ups..
Ms. Seward stated the request is to authorize the Chairman to sign the
contract with GTE to install .the additional two .multiplexors at a cost of
$3,875.52 with an annual maintenance cost. of $1,249.92 which will give the
County eight additional ports, plus the ability to expand up to twenty-four
ports.
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Following concerns expressed by Chairman Bradshaw and Supervisor
Spady relative to the annual cost for maintenance, Ms. Seward offered to
proceed with initiating the contract for $3,875.52 and delete the annual
maintenance cost of $1,249.92.
Supervisor Cofer moved the Board approve the agreement with GTE
Communications System for the multiplexors only and authorize the
Director of Budget and Finance to negotiate the rnst of annual maintenance.
The motion was adopted unanimously (5-0).
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Chairman Bradshaw called for Agenda Item 2: 1996-97 Budget Work
Session.
Ms. Seward stated the overall increase in County expenditures is $3.5
million of which $2.1 million is the local share. Ms. Seward stated the
recommended figures reflect an analysis of the historical trends and
considers the future needs. of the various departments. Ms. Seward stated
that included in the proposed budget is a pay increase across the board for
all County employees, but does not include. State funded employees, i.e.,
Constitutional Officers.
Chairman Bradshaw inquired what the State is proposing for salary
increases for this fiscal year.
Ms. Seward replied between 4.5% to 5%. Ms. Seward stated many of
the Constitutional Officers' employees do receive an additional supplement
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from the County.. Ms. Seward stated the cost to the County fora 5% raise
for County employees equates to approximately $66,000 for this fiscal year.
Supervisor Spady asked when the County rnuld anticipate the results
of the DMG survey.
Donald T. Robertson, Assistant to the County Administrator, stated
DMG has promised preliminary numbers tomorrow.
Chairman Bradshaw suggested the matter of salary increases for
County employees be placed on hold until the DMG .figures come in.
Linda A. Bean, Social Services Director, stated a study was ordered
regarding salaries for Social Services employees in 1993. and the result the
following year indicated that local Social Services employees were salaried
approximately 30% lower than their State counterparts. Ms. Bean stated as
a result the. General Assembly began last year to phase in additional monies
to bring local employees up to State levels.. Ms. Bean stated if the County
does not allocate sufficient funds to the Social Services Board, the Social
Services Board would determine where to take the funds and, most likely,
salaries is where the Social Services Board would opt to take the funds.
Mrs. Bean stated the budget submitted to the Director of Budget and.
Finance is based on seeking $4.05 million from the General Assembly for
the next fiscal year, however, only $2.09 million was granted and she has
therefore revised her budget which would lower the figures for
consideration by the Board today, meaning. her employees would be getting
an average of a 2% pay increase. Ms. Bean stated she hopes the Board will
look at what the local salary study indicates her employees should be and,
whatever is done for. the rest of the employees, compensate this difference
for Social Services employees.
Chairman Bradshaw asked Ms. Bean to advise the Board what Social
Services is requesting in local funds.
Ms. Bean stated she will recommend to the Social Services Board local
funds in the amount of $654,602.
Ms. Seward noted .the County has had ,requests for additional
positions and reclassifications or regrades.
Chairman Bradshaw stated the Board has indicated that it would not
be considering grade changes until the study is completed on the Pay and
Classification Plan and requested Ms. Seward provide the Board with a list
of all requests for regrades, reclassifications and/or new employees so that
the Board. can review this while considering the Plan.
Regarding new positions, Ms. Seward advised the Inspections
Department is requesting an additional position of Plans Examiner given
the additional work load and growth within the County. Ms. Seward stated
the Public Works Department is requesting a Custodian part-time position
at an additional cost of approximately $10,000 annually and .that the Public
Works Collection Department be allowed to continue funding for the Trash
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Truck Driver position. Ms. Sewazd stated the Commissioner of the Revenue
is requesting a Business License position be filled afull-time position and
that afull-Hme Clerk's position be reclassified to part-time.
Supervisor Claud requested Ms. Seward elaborate on the copiers in
the building.
Ms. Seward stated there are two copiers .used by County employees,
one located upstairs and one downstairs.. Ms. Seward stated the County ,
has the ability to track and monitor per department their cost and prorate
the cost to the individual County departments. Ms. Seward stated the
majority of the leases aze through .the Xerox Corporation and are negotiated.
Chairman Bradshaw stated Xerox products are generally three times
higher and requested Ms. Seward to speak with vendors which mad be
cheaper.
Ms. Seward stated the Sheriff is asking for an additional dispatcher
position which is to be funded by the State Compensation Board and the
Sheriff has indicated that if .the request is not funded by the State
Compensation Board he will not request local funding.
Supervisor Claud asked if revenues received from the 911 surcharge
are restricted.
Ms. Seward replied the Code of Virginia restricts these funds to be
used for 911 related activities only. Ms. Seward stated the County is
currently collecting approximately $11,000 monthly or $132,000 annually,
although this year's budget reflects approximately $120,000. Ms. Seward
stated the Sheriff has concerns with equipment that needs upgrading. and
additional items.
Ms. Seward stated in reviewing the budget, the County may be able
to look at a reduction in rates. Ms. Seward stated currently the County has
approximately $76,000 set aside in reserve funds.
County Attorney Crook advised the 911. fees collected are projected
at $132,000, the budget is $138,000 and the 911 expenses must meet or
exceed the County's fees, otherwise the County cannot retain the fees, but
would have to rebate.
Ms. Seward stated the Sheriff's office currently has approximately
$15,000 in their budget that is spent for dispatching and the Sheriff wanted
to have this funded from 911. Ms. Seward stated the County would have
to perform an analysis of what percentage of the employee's time spent is
attributable to 911.
Supervisor Cofer noted for the Board's information that the County is
rnncerned with the response time in the Walters-area and south of Walters
and staff is scheduling a meeting with the City of Franklin to determine if
Franklin ran become the primary responder. Supervisor Cofer .stated if so,
then there may be a time that the County centralizes. 911.
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Ms. Seward stated regarding the Operating Budget, the Industrial
Development Authority has included in their request $50,000 in engineering
services at the industrial park and funds are included in the Capital Budget
for this effort as well. Ms. Seward stated Community Promotions has been
merged into Economic Development and the $50,000 that has been included
in the Community Promotions budget has been merged with the
Department of Economic Development. Ms. Seward stated an additional
$9,000 has been requested in funding for this fiscal year.
Supervisor Claud asked if promotions between the Tourism Bureau
and Economic Development are intermingled or separate.
Ms. Seward stated this year it is separate and last .year it was
intermingled.
Ms. Seward stated the Public Works Refuse Collection line item does
include a $158,000 request for salaries for the manned sites and the
recommended amount was decreased by $45,000 based on the County
hiring its own personnel at $1.501ess per hour. Ms. Seward stated another
benefit over the County hiring its own employees is that it will allow the
County some flexibility.
Ms. Seward stated regarding road improvements, the request is for
$300,000 which is a 50/50 matching fund and may be reduced at a later
point.
Supervisor Spady stated based on the number of roads needing
improvement in the County he would suggest the Board budget $400,000
this fiscal year as the State only takes a percentage and if they take a
percentage of the $400,000 then they might use the $300,000.
Ms. Seward stated the only significant increase for Constitutional
Officers is for the salary increase received by them in December.
Ms. Seward stated regarding the Fifth District Court, the amount did
increase due to a higher usage of those services. Ms. Seward stated the line
item in the current budget is currently over-expended with a projected
additional amount of $24,000.
Ms. Seward stated regarding Fire and Rescue, she is seeking direction
from the Board,
Chairman Bradshaw advised he was in favor of what the Director of
Budget and Finance is recommending.
Supervisor Cofer suggested the Director of Budget and Finance change
the amount allocated to Smithfield to $30,000 with the amount allocated to
Windsor remaining the same.
Ms. Seward stated the County Fair was also included in the budget
at $5,000 which is the level maintained from the previous year.
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Ms. Seward stated the Friends of the Carrollton Library requested
$300,000 in the Operating Budget and $450,000 in the CIP.
Ms. Seward stated that the Walter Cecil Rawls. Library requested
automation for the Windsor Library which she did not recommend.
Supervisor Claud stated he would like to include $19,000 for the
Windsor Library automation in-this fiscal year.
Supervisor Spady suggested Mr. Brown be consulted to determine if
he would like this amount added to his annual budget instead of through
the CIP process.
Supervisor Claud stated he would speak with Mr. Brown to determine
if he wanted to amend his budget request.
Ms. Seward stated the Non-Departmental. Fringe Benefits line item
had an increase due to an increase by the State in the County's VRS rate.
Ms. Seward stated the Isle of Wight/Smithfield/Windsor Chamber. of
Commerce has requested $12,000 for this fiscal- year with $2,000 of -that as
an investment in their building. Ms. Seward stated the Chamber has
advised that they plan to maintain that request for the next five years.
Supervisor Cofer stated he would be inclined to grant .the request
given that the Chamber did put in writing that they .plan to stay at that
amount for the next five years.
Ms. Seward stated the Tourism Bureau is requesting $71,000 and she
is recommending $67,000.
Supervisor Claud inquired about the Magistrates funding.
Ms. Seward stated the Code of Virginia does allow for counties to
supplement the salaries of Magistrates although she did not recommend
this based on their current level of funding and the fact that it is a
voluntary position.
Ms. Seward stated the revenue trend analysis shows the history over
the last eight years and is included for the Board's information. Ms. Seward
stated between FY1993-94 the County experienced 8.2% growth, between
FY1994-95 the County experienced 8.5% growth and between FY1995 and
the budgeted 1996 only a .3% growth is projected. Ms. Seward stated the
County does collect approximately $17.3 million of the FY1996 budget from
State/Federal and other sources.
Ms. Seward stated for the Board's review is the Capital Projects
Budget currently being revised and justifications being sought for some of
the items included.
Supervisor Spady suggested the Board may wish to request the School
Board deed the parcel of land back to the County for. use of the Carrollton
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Library so that a site will be available if and when the Board agrees on an
amount of funding.
County Attorney Crook stated he would relay this message to the
School Board. County Attorney Crook stated he believes the adjacent land
owner made a proposal to the School Board to give to the County the
additional. land for the library provided there was access from the library
property to his office/commercial center he has planned.
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County Attorney Crook requested an executive session pursuant to
Section 2.1-344 A7 of the Freedom of Information Act for consultation with
legal counsel on legal. matters requiring legal advice and under Section 2.1-
344 Al for a personnel matter.
At 5:00 p.m., Supervisor Cofer moved the Board enter executive
session for the reasons stated by the County Attorney. The motion .was
adopted unanimously (5-0).
Upon returning to open session at 5:35 p.m. Supervisor Claud moved
the Board adopt the following resolution:
CERTIFICATION OF EXECUTIVE MEETING
WHEREAS, the Board of Supervisors has convened an executive
meeting on this date pursuant to an affirmative recorded vote and in
accordance with the provisions of the Virginia Freedom of Information Act;
and,
WHEREAS, 2.1-344.1A of the Code of Virginia .requires a certification
by this Board of Supervisors that such executive meeting was conducted in
conformity with Virginia law;
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors
hereby certifies that, to the best of each member's knowledge, (i) only public
business matters lawfully exempted from open meeting requirements by
Virginia law were discussed in the executive meeting to which this
certification resolution applies, and (ii) only such public business matters as
were identified in the motion convening the executive meeting were heard,
discussed or considered by the Board of Supervisors.
VOTE
AYES: 5
NAYS: 0
ABSENT DURING VOTE: 0
ABSENT DURING MEETING: 0
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The motion was adopted unanimously (5-0).
Supervisor Claud moved the Board notify the City of Virginia Beach
that consideration of the Lake Gaston application will be continued at the
regular monthly March meeting another month to the regular monthly
April meeting to allow time to work out further details to reach an
agreement. The motion was adopted unanimously (5-O).
At 5:37 p.m., Supervisor Spady moved the Board adjourn. The motion.
was adopted unanimously (5-0).
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Phillip A. Bradshaw, Chairman
W. Doug skey, Cler
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