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03-26-1999 Continued Meeting p~nll .LV ~hlr•J ~~ COTiTIl~1UED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY-SIXTH DAY OF MARCH IN THE YEAR NINETEEN HUNDRED NINETY NINE PRESENT: O. A. Spady, Chairman Malcolm. T. Cofer, Vice-Chairman Henry H. Bradby Phillip A. Bradshaw Robert C. Claud, Sr. Also Attending: H. Woodrow Crook, Jr., County Attorney (Arrived at 9:20 a.m.) W. Douglas Caskey, County Administrator Carey H. Mills, Recording Secretary Chairman Spady called the meeting to order at 9:00 a.m. for the purpose of conducting a work session on the proposed 1999-00 Operating and Capital Budgets. // Anne F. Seward, Director of Budget and Finance, reviewed with the Board the projected revenues and expenditures .for the General Operating Budget for FY1999-00. Ms. Seward presented to: the Board a proposed balanced budget of $52,265,964, .representing a 6.5% increase over the.. adopted budget for FY1998-99. Ms. Seward noted many of the. re~~enue and expenditure numbers are subject to modification over the following weeks as final revenue figures from the Commonwealth are received and Board member requests are incorporated. Ms. Seward further noted the proposed budget should adequately address the needs of the various departments and organizations and necessitates no adjustment to the County's .current tax rates. // Ms. Seward was directed by the Board to perform the following: County Departments Communications: Supervisor Bradshaw requested the Director of Budget and Finance to ensure that the furniture the Assistant to the County Administrator/Director of Human Resourcesproposes to order for the Communications Department is ergonomically sufficient for staff needs. Economic Development: Chairman Spady directed Ms. Seward to invite the Director of Economic Development to the next scheduled budget work session to discuss her marketing request. Supervisor 1 1 eoe~ 1~ ,~:, X77 1 Bradshaw requested clarifications regarding the requested Economic Deveiopmes~t maps and the Web site update. Supervisor Bradshaw asked Ms. Sward to ask Ms. Harris what the benefits are for advertising in the Virginia Business and what has the County realized from this publication. Inspections & Code Enforcement: Supervisor Bradshaw requested .the Assistant to the County Administrator/Director of Human Resources, to evaluate the request. for polo .and sweat shirts for inspectors and office staff within that office. Supervisor Bradshaw further directed Ms. Seward to request the. Superintendent of Inspections to provide additional information relative to his request for a digital camera. He noted that while he did not disagree with the request, he did .not want the camera to be department specific. Public WorksBuldings and Grounds: Chairman Spady requested the County Administrator to contact John Tuttle,. Total Business Solutions, to advise that the County is ready to proceed with renovating the office space upstairs in the Courthouse building to allow for greater space efficiency. 1 Planning and Zoning: Chairman Spady requested the Assistant to the County Administrator/Director of Human Resources to review .the personnel request reclassifications for Planning and Zoning. Supervisor Bradshaw requested Ms. Seward to invite the Director of Planning and Zoning to the next schedule budget meeting to discuss the GIS operating budget. Animal Control: Supervisor Bradshaw requested Ms. Seward to obtain additional information from the Chief Animal Control Officer responsive to his request for additional staffing.. Supervisor Bradshaw further requested Ms. Seward to provide the Board with a listing of all hand-held radios assigned to the Animal Control Department and all other County departments. Public Works/Refuse Collection: Chairman Spady requested Ms. Seward to invite the Director of Public Works to the next scheduled budget work session to discuss the Camptown/Carrsville dumpster site and its propased location. He should be prepared to address .his request for restroom hand dryers and Ms. Seward was directed to contact Mr. Creef to determine if he has performed an analysis on whether or not these dryers will require. electricity.. Mr. Creef should be further prepared to address his equipment requests, as well: Commissioner of the Revenue: Ms. Seward recommended increasing the Commissioner's office supplies line item from the recommended $8,900 to $9,600. Chairman Spady noted the County should. realize savings .because the County, with the implementation of the GIS 2 80411. 18 ~~;:!~,~70 system, is taking over the production of taxmaps and the. recording of the real estate transactions. Chairman Spady directed Ms. Seward to invite Mr. Gwaltney to the next scheduled meeting to address this issue. Supervisor Cofer requested Ms. Seward to contact Surry County to discuss and review their current program for viewing parcels of land. SheriB'. Supervisor Bradshaw requested Ms. Seward to invite the Sheriffto the next budget work session to discuss his request for office space .for a Magistrate. Fire and Rescue/Fire Services: Supervisor Bradshaw requested the County Administrator to contact the Carrsville Volunteer .Fire Department to inquire about its emergency services agreement with the City of Suffolk. Parks, Recreation and CulturaUParks and Recreation: Supervisor Bradshaw directed Ms. Seward to invite the Director of Parks and Recreation to the next scheduled budget work session to discuss his personnel requests. Supervisor Bradshaw further directed Ms. Seward to provide him with a summary detail of individual program line items (revenue and expenditure) contained in Mr. Nogiec's budget. Parks, Recreation and Cultural/Library: Chairman Spady directed Ms. Seward to invite the Director of the Walter Cecil Rawls Library to the next scheduled budget work session to discuss personnel. Supervisor Claud directed Ms. Seward to send a letter to the Town. of Windsor requesting a contribution to the library facility.. Other/Local Organizations: Supervisor Bradshaw directed the County. Attorney to review the legal aspect of incorporating the Tourism Bureau into a County department. Supervisor Cofer directed the- Director of Budget and Finance to poll other localities regarding how they are setting their tax .rate on lodging. Supervisor Claud directed Ms. Seward to advise the Tourism Bureau that if they wish to pursue incorporating the Bureau into a County department that they must submit a formal request from the Bureau and the County will. address the issue over the next year. Other/Roadway Beautification: Supervisor Bradshaw requested the County Administrator to review the feasibility of :moving the functions under this line item from the Director of Economic Development to the Director of Public Works. Public Utilities: Supervisor Bradshaw directed Ms. Seward to invite the Director of Public Utilities to brief the Board at its scheduled work session regarding his request of $42,000 to pay for the Franklin capital costs associated with the City of Franklin sewage treatment plant. 1 1 1 3 B~~K 10 ••:,,~' •~7J Chairman Spady noted he would .like to discuss the Hampton Roads Planning District Commission dues with Mr. Rountree.. 1 Skating Rink: Supervisor Cofer directed Ms. Seward to .invite Mr. Nogiec to the next scheduled budget work session to discuss the possibility of contracting out the skating rink, i.e., lease the building. E-911: Chairman Spady and Supervisor Bradshaw directed Ms. Seward to appropriate the necessary funds for an E-911 study and evaluation. County Fair: Supervisor Bradshaw directed Ms: Seward to prepare an analysis on in-kind- services related to the Fair efforts. Supervisor Claud reiterated that a policy needs to be established for the replacement of County vehicles, which would include a maintenance schedule. 1 Supervisor Bradshaw directed Ms. Seward. to instruct all department heads to provide the Board with written documentation supporting their individual requests for funding. Any requests for personnel should include a plan on where individuals will be located or housed. Supervisor Claud requested Ms. Seward's recommendation on what services the County could cut should the County incur a reduction of revenues next year. Ms. Seward suggested the Board may wish to impose additional taxes, i.e., cellular phones, lodging, and designate the revenues generated to a reserve fund. Ms. Seward .noted upon direction from the Board, she could request the County's financial advisor to prepare afive-year projection for the Board. i/ At 12:20 p.m., Supervisor Cofer .moved the Board adjourn. The motion was adopted unanimously (5-0). O. A. Sp hai W. 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