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06-20-1997 Continued Meeting... 1 1 ,r 804K . ~~ ~AG~ J~~ COTtTINUED MEETINGS OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS. AND -THE PUBLIC ...PARKS AND RECREATIONAL FACII.ITIES AUTHORITY HELD THE T'~VENTIIETH DAY OF JUNE IN THE YEAR NIl~TETEEN HUNDRED NINETY SEVEN PRESENT: BOARD OF SUPERVISORS: Henry H. Bradby, Chairman Robert C. Claud, Sr., Vice Chairman O. A. Spady - Malcolm T. Cofer Phillip A. Bradshaw BOARD OF DIRECTORS: (PUBLIC PARKS AND RECREATIONAL FACILITIES.. AUTHORITY): Allen E. Brown, Chairman. Charles E. Jones Jeremiah H. Cuffey, Jr. John B. Nelms Also Attending: H. Woodrow Crook, Jr.; County Attorney W. Douglas Casket', County Administrator Alan S. Nogiec, Director of Parks and Recreational -Facilities Authority Carey H. Mills, .Recording Secretary Chairman Eradby called the meeting to orderat 10:00 a.m. /t In response to Mr. Nelms` inquiry on the logic and how the dissolution of the Authority could enhance the service to County residents, Chairman Bradby stated where there is unity there is strength. in any organization and the Authority i is a separate entity in that the operations are independent from the umbrella of the County government. Chairman Bradby stated he hopes that the'two bodies can come together as one in a cooperative manner to share each others' ideas and concerns. Chairman Bradby stated the Board will depend upon-the Authority fora direction and continuation of the programs in place. i S Supervisor Spady stated the Public Parks and Recreational Authority was 3 originally created because, the. Board at that time, felt it could not handle these additional: duties. The County has increased in staff over time and is now able to perform these duties. The effort to dissolve the Authority is not a reflection on the past operations. of the Authority, stated Supervisor Spady. Supervisor Claud stated the Board's reason for creating. a Department of Parks and Recreation has nothing to do with the quality of .the programs or the 1 ~, r a~~K 17 yAr~•J~t., current .level of service being - provided to citizens. The Board has the responsibility as a governing body to look at all operations of the... County and consolidate activities to reduce cost, stated Supervisor Claud. Supervisor Cofer stated that. white he does not see a,major enhancement of the services, nor will they be any less. The budget of the Authority is one of the. largest in the County .and. the future debt of the. Authority, i.e., central park facility, should be where the tax payers have the most control which is with the Board.- While there are.-areas of finance, payroll and accounts payable which can be merged, he Board has no agenda.. to reduce personnel, stated Supervisor Cofer. Supervisor-Bradshaw stated his major concern is with fiscal responsibility and the Board must look at what it can do to provide a consolidation of services. In discussing the. legal aspects of dissolution, County Attorney Crook advised that when the Authority dissolves, the County must go through a hiring process; however, the Board -can -elect to hire Authority personnel across-the- board. The statute provides that when the Authority dissolves, everything is .vested in the Board so there is no necessity for a deed of property by the Authority because the Board will be the owner of property and holder of leases by law. Responding: to John Nelms' concern that the Board might not guarantee the ' jobs of the .Authority's employees, the Board indicated its desire to hire the Authority's personnel across-the-board. Responding to Jeremiah Cuffey's concerns regarding benefits, retirement, etc., Donald T. Robertson, Assistant to the County Administrator/Director of Human Resources, noted. all of the County's and Authority's policies and procedures appear to be consistent.. Based on prior action by the Board, the Board has stated that individuals transferring. into County departments would come with. seniority and associated benefits. Mr. Robertson stated he did not foresee any problems in Germs. of annual leave, sick. leave, seniority and VRS retirement, but he would do further research to be certain. County Attorney Crook suggested the Board have a resolution of intent to begin the process which would stipulate that all .Authority employees will be employed by the County with a final resolution of dissolution to follow, including the creation of the Parks Department and the employment of Authority . individuals to begin at a certain. time by the County, stated Mr. Crook. Mr. Cuffey requested Mr. Robertson notify the Authority should he find any discrepancies. in his investigation so that Authority personnel can be properly notified. Regarding the payment method for personnel, it was noted that Authority 1 1 2 T r ~ f eo~~ ~ ~7 Y~~:~3i3 1 1 personnel .are presently paid twice monthly. The Board noted that Authority personnel should. be notifed ninety`to one hundred and twenty days that all employees will be paid once. a month.. Mr. Nogiec inquired if the County has the capability in certain. situations to pay. part-time personnel twice monthly as he did not know what kind of impact paying once a month would have on fiiring individuals to .work. at the skating - rink. Anne F. Seward, Director of Budget and Finance, noted the County currently employs part-time employees who are paid once a month and doing Aso does not appear to present a problem in filling these positions. Ms. Seward stated she would not recommend paying twice a month for'part-time positions as this would place a burden. on her Department and would not. be consistent for. other County part-time employees who are currently paid once a month. Regarding the issue of the role of the advisory Commission member, the Board noted that the Commissioners would be advisors for the ;recreational programs. in the County and Mr. Nogiec would. be their liaison to the Board.. The Board noted its desire thatthe Commissioners endorse Mr. Nogiec's programs and notify the Board when it did not agree with his programs.. The, Board further. noted its desire that it would like to receive regular correspondence from the Commissioners directly. handle problems as they arise. Jeremiah Cuffey invited Ms. Seward to attend the Authority meeting on July 7, 1997 to discuss phasing in theseissues. Donna Everett, Curator at the .Isle of Wight/Smithfield Museum, was assured by the Board that the Commissioners will act as an advisory board to the Board of Supervisors to ensure that the recreation needs of the citizens of the County are met. 3 _...,. Regarding a timeframe for the. consolidation of services, the Board indicated a target date of January 1, 1998 as this is the beginning of the budget process for FY1998-99. It was further noted that the ongoing programs, i.e., grass cutting schedules, should not be changed until after the Fall.: Regarding. payroll, the Director of Budget and Finance and the finance person fore the Authority should begin the process of working together to iron out any problems. which might occur. The Board requested County staff meet with Authority staff to discuss sick leave, seniority and annual leave with a consolidated report to the Board for its consideration. The Board noted that there may .need to be additional joint meetings in August: or September to discuss further details. Ms. Seward noted a desire to gradual y phase in payroll, payables and VRS retirement and benefits which could be absorbed slowly andthus enable her to w eooK 17 y~~~31~ Grace. Keen of Carrollton noted the importance of parks and recreation in the County and that dissolution of the. Authority will bring control closer to the citizens. /! At 11:00 a.m., Supervisor Spady moved the Board take afifteen-minute recess before continuing with the Board, of .Supervisors' continued meeting to discuss the Operating and Capital Budgets and the.imposition of tax levies. The motion was adopted unanimously (5-0). Henry H. Bradby, Chairman W. Dou skey, CI F 4 i