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04-25-2000 Continued Meeting CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE TWENTY-FIFTH DAY OF APRIL IN THE YEAR TWO THOUSAND PRESENT: Phillip A. Bradshaw, Chairman Henry H. Bradby, Vice-Chairman Robert C. Claud, Sr. Stan D. Clark Richard K. MacManus Also Attending: H. Woodrow Crook, Jr., County Attorney W. Douglas Casket', County Administrator Anne F. Seward, Director of Budget and Finance Donald T. Robertson,. Assistant to the County Administrator/Director of Human Resources Carey H. Mills, Recording Secretary Chairman Bradshaw called the continued meeting to order at 3:00 p.m. for the purpose of conducting a budget work session for FY2000-2001. // Dr. Jane T. York, .Superintendent, and Hilda W. Hannon, Finance Director, spoke in support of full funding of the School budget. Mrs. Harmon stated this year she had budgeted for the first bond payment on the Windsor Elementary School, but only spent approximately $22,000, and she requested the Board redirect $377,000 to the schools local revenue next year. Supervisor Claud suggested that after the Board. holds its public hearing on the School Budget tonight at its regular meeting, that the Budget and Finance Committee review the School's budget and meet with the Dr. York and Ms. Harmon to further evaluate. it. // Lyle Hornbaker, Geographic Information System (GIS) Planner, presented the Board with an overview. on GIS capabilities, as well as a financial plan. Chairman Bradshaw requested that the Director of Budget .and Finance not spend the $73,000 until the Board approves a plan for the GIS. // Patrick J. Small, Director of Economic Development, addressed the Board regarding-his individual budget requests. ~~~,~ ~fi ~,::~1fi4 ii Richard O. Childress, Director of Emergency Management, addressed the Board on the status of the communications enhancement contract with Commdreial Radio, the building generator for the Human Resources Building, completion of wiring for both Smithfield High School and Windsor High School, overtime funding. and turn-out gear for the various volunteer agencies. Anne F. Seward, Director of Budget and Finance,. addressed the Board concerning the contribution from the Town of Smithfield for paid fire and rescue personnel Mr. Childress requested the Board fully fund his request for advertising for recruitment and retention of volunteers within the County organizations in the amount of .$3,000 and for first aid supplies in his equipment budget in the amount of $800. Chairman Bradshaw requested that the Director of Budget and Finance add $3,000 to the Advertising line item and $800 to the Equipment line item for Emergency Services. Supervisor MacManus requested that each of the volunteer agencies undergo an annual audit and that the Board be ..provided an annual budget report. .Supervisor Claud requested in the .following fiscal year that a uniform way of developing budgets be developed with a .report on expenditures and quarterly reports. Supervisor MacManus moved that for the fiscal year 2001-2002 as a requirement for .receiving County funds that each of the seven (7) organizations (fire and rescue) undergo an annual audit to be paid for by the County and develop a uniform budget form for all departments in a consistent format to be developed by the Director of Emergency Management. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion: 1/ Alan S. Nogiec, Director of Parks and Recreation, addressed the Board on his request for funding for the implementation plan for the museum .entrance fees and the Camptown bleacher pad replacement. Chairman Bradshaw moved the Board direct Mr. Nogiec, Mrs. .Seward, Chairman of the Parks Committee,. Mrs.. Howard and Mr. Robertson to serve as Chair to review the proposal of charging admission fees for the Museum and report back to the Board before the FY2001-02 budget. process: D 1 1 2 ~~~~~ ~ 1~ -, :~ 1.~5 11 The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. Mr. Nogiec stated funds for the Camptown bleacher pad replacement could be deleted as the facility is not being used on a regular basis. He further suggested deleting the funds for the bleachers and players benches. // Ludford T. Creef, III, Director of Public Works, and Gary Herman, Assistant to the Director, addressed the Board concerning the long-range preventive maintenance plan; feasibility of rotating employees versus overtime funding, plan for replacement of radio communications and details of the fire and rescue building arrangements of the County. Supervisor Claud requested Mr. Creef develop a plan so that individuals would not have to go outside to use the copy machine or the bathroom without violating the security of the Registrar's office. Noting the items which need accomplishment, Chairman Bradshaw and Supervisor MacManus suggested that as the fiscal year is completed and available funds are determined after the audit, that Public Works staff' prioritize the work and go as far as these dollars will allow and what does not get done would get rolled to neat year or the Board would allocate additional funds. Chairman Bradshaw requested Mr. Herman to review the feasibility of contracting grass-cutting services. Supervisor MacManus noted there is currently $9,000 under Beautification for grass cutting services that could be much more efficiently used. Regarding the improvements to the roof and. carpet, Supervisor MacManus requested staff to prioritize the tasks with the Board allocating $147,000. Staff is to do as many improvements as can be accomplished with these funds and come back to the Board for any additional funds. // Under Tourism, Mrs. ,Seward provided the Board with a job description on the Public Relations position. She noted she would be providing the Board with additional information upon receipt of same. // 3 Under the Commissioner of Revenue, Supervisor Claud requested the Director of Budget and Finance reduce the current rate for Farm and Machinery from $.91 to $.50, amounting to a reduction of $45,000. // .Concerning delinquent tax collection efforts, Supervisor MacManus reiterated his request to staff to prepare a report on the percentage of time expended between legal. verses administration. // Mrs. Seward noted included. in the budget is the portion of funding required to increase the Windsor Library hours four additional hours.. // Under Public Utilities, Mrs. Seward noted the Board previously requested staff to investigate if the County could support an increase to the sewer connect fees. She noted this information was provided directly by the Director of Public Utilities to the Board. She noted the affect would be a $120,000 increase to the Public Utilities Department. She noted also incorporated in the budget is the affect of increasing the water connection fees in the amount of $.145,000. // Mrs. Seward addressed the Board regarding the various position requests and recommendations of staff. Regarding the GIS position, Chairman Bradshaw recommended that the position not be tied specifically to Planning and Zoning.. Regarding the Animal Control .position, Chairman Bradshaw requested Mr. Robertson. well publicize the position. Chairman Bradshaw requested Mr. Robertson come back to the Board with the request for an additional Inspector within the Department of Inspections when the position is actually needed. Chairman Bradshaw and Supervisor MacManus recommended leaving the Construction Administrator position in the budget under the Department of Public Utilities and directed .the Director of Public Utilities to do a cost benefit of what this individual has done over the past year and provide this evidence back to the Board. Supervisor, Claud requested Mr. Robertson. to find out where the. additional revenue in the amount of $44,000 is that the Commissioner of Revenue is speculating can be generated if the Board approves $2,800 for the part-time position. Supervisor MacManus stated the Town of Smithfield is willing to sign an agreement. to allow the County. to maintain a 2% lodging tax. if the County would agree to fund the study, but limit o five (5) years. He further 1 4 a~rf ~;1 ,;..it) stated the- Town may evoke a lodging tax, but would rebate the 2% to the County. Supervisor MacManus requested the Director of Budget and Finance address the School budget later and what the $377,000 means to the County. Chairman Bradshaw requested the Director of Emergency Management speak with all the Captains and Presidents of the various volunteer agencies based on his budget recommendations prior to the Board's next meeting and provide the Board with. their .comments. Supervisor Claud requested that all grant funds for all departments be included in the Director of Budget and Finance's budget worksheets for the Board's reference. Noting the lack of time .before the regular meeting is scheduled to begin, the Board concurred that the Director of Budget and Finance would address the Board concerning her budget presentation requests during the regular meeting later tonight. // Supervisor Bradby moved the Board discuss the budget process at the Board's May 4, 2000 meeting and that Item. 1 be a presentation from the Director of Emergency Services concerning the budget requests of the individual fire and rescue organizations. The motion was adopted with Supervisors MacManus, Bradby, Bradshaw, Clark and Claud voting in favor of the motion (5-0) and no Supervisors voting against the motion. At 5:45 p.m., Supervisor Clark moved the.. Board adjourn its budget work session. The motion was adopted unanimously (5-0). // '~/ ,,- ~ ip A. Bradshaw, Chairman W. 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