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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 J 1 1 e~nM .L~ ~.~. 57~ (the "Bonds") in an amount sufficient to refund the Outstanding Bonds and to pay costs and expenses in connection with such refunding. 1 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. 1 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). // 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 2 800h ~.f1 ~~~:J~~ 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 1 800N 1E ~:...~~'J~ 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. 4 soar 1f- •: ~.~~R~ 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. ~ ~ ~~ 1 5 eooM ~E ~:.::~R~ 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 6 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. // 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 7 f i u ~~~. 800K ~~ ~..:'il~~~ 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). -=-.~. Phillip A. Bradshaw, Chairman W. Doug skey, Cler 8