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04-04-2002 Continued Meeting.. • f B09n ~u -~:~ ~~J CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS .HELD THE FOURTH DAY OF APRIL IN THE YEAR TWO THOUSAND AND TWO PRESENT: Robert C. Claud, Sr., Chairman Richard. K. MacManus, Vice Chairman. Stan D. Clark (arrived at 12:10 p.m.) Phillip A: Bradshaw Henry H. Bradby Also Attending: Dale Phelps, Assistant County Attorney W. Douglas Casket', County Administrator Donald T. Robertson, Assistant County.Administrator/Director of Human Resources Carey H. Mills, Recording Secretary Chairman .Claud called the meeting to order at 12:00_ p.m. for the purpose of conducting a budget work session. // Chairman Claud noted there is a joint meeting between the Board of Supervisors and the School Board scheduled for April 11, 2002 at 5:30 p.m. in the .Board Room. He inquired of the Board if there was.. a need to meet jointly with the School Board on that date in light of the fact that the Board. ..has been provided a copy of the School Board budget for their review. Supervisor MacManus moved that the Board .direct staff to advise the School Board that there is not a need for the meeting and that the meeting be cancelled. The motion was adopted with .Supervisors MacManus, Bradby, . Bradshaw and Claud voting in favor. of the motion (4-0) and no Supervisors voting against the motion.... Supervisor Clark was absent. Supervisor Clark arrived at the meeting. // 1 County Administrator Casket' stated before the Board is the proposed FY2002-2003 Operating Budget in the total amount of $59,325,080,. which represents a net increase. of 3% over the FY2001-2002 Operating Budget in the amount of $.1,457,845. He stated the proposed budget contains two (2) recommended allocations for .two (2) new vehicles; a 3.5% salary increase. for employees with the exception of regrades that were effective during the current fiscal year; two (2) new positions in the Sheriffs Department {data entry clerk and court security ofl:icer); a proposal to fully fund the Youth and Family Services Coordinator and part-time funds for the Treasurer's Office. He noted that> postage. is increasing while telephone expenses have 1 ~, 9o~r. 2U •r.~.'`72f decreased.. He stated radio, maintenance and gas charges are allocated to the originating departments this year, as well as allocating the delinquent tax collection .costs to the. Treasurer's budget. He stated revenue sharing funds are available in reserves to take advantage of the maximum VDOT revenue sharing allocation for the program. He stated the E-911 Central Dispatch Budget has not been presented to the Board due to the Town of Smithfield becoming involved. He stated .the Director of Budget -and Finance has briefed the Board previously on the need to visit, some tier-contribution approach for health insurance contributions and the potential for health insurance coverage for retirees. He stated there is interest expressed by a number of employees regarding analyzing the feasibility and potential for going to a two (2) pay period per -month system. He stated staff will be reporting to the Board on these requests as to the benefit relative to the cost for doing this. // Anne F. Seward, Director of Budget and Finance, stated a significant amount of the County's revenues are coming from the general property taxes. She stated there are a number of State reductions included in .the budget and she has tried in most areas of the budget. not to pick up the State shortfalls. Chairman Claud asked Ms. Seward to summarize the State cuts by category at some point in the future. Supervisor Bradshaw requested Ms. Seward research and report back to the Board if the tax rate for mobile homes has to be the same as real estate. Supervisor MacManus requested Ms. Seward research and report back as to why business licenses have decreased over the last two (2) years. Supervisor Bradshaw requested the County Administrator investigate and report back to the Board. on the new law regarding court fees. Ms. Seward stated the Circuit Court Clerk did contact her to advise that there is a probate tax that the County can impose that would. bring in an additional $10,000 annually. She stated she would .look into this further and report back to the Board. Supervisor Bradshaw recommended. that $3,000 be included in the budget for employee recognition. He stated he feels the County's employees should be recognized and he does not feel like the County currently does. enough for its employees. Chairman. Claud suggested Ms. Seward keep a list of items as the Board goes through the budget that it would like to .readdress at a later time. 2 1 1 90~t 21! .~:~~~7 1 Supervisor Bradshaw expressed concern that the. County ensure that it gets what. it wants regarding the replacement of software. He asked that staff not limit itself to what has been budgeted. He said defining is the key and he strongly urged staff to seek the advice of a consultant. He stated he would talk with Ms. Seward later to further discuss the issue. Supervisor Bradshaw requested that the GIS needs analysis prepared by the GIS Coordinatorbe addressed further by the Board. Supervisor Clark requested that the HRPDC stormwater management request of $15,500 be addressed further by the .Board. 1 Following comments by Supervisor MacManus that he would like to further discuss the- ,Planning and Zoning line .items, Chairman Claud requested Ms. Seward invite the Director of Planning and Zoningto the next: budget work session (April 1 1, 2002 at 4:30 p.m.). Upon Ms. Seward reporting that $6,000 is included in the budget for refrigerant removal, Chairman Claud requested that .she direct a request. to the Director of Public Works to determine if the County had a person certified in air-conditioning and heating systems, would it result in a cost savings to the County. Chairman Claud requested the County Administrator and Director of Budget and Finance request the Director of Public. Works provide them with the .anticipated amount of part-time hours and overtime .compensation needed in his Department and report back to the Board. .Supervisor Bradshaw requested Ms. Seward ask the Director of Public Works to provide the Board with an evaluation on manning the three (3) sites (Walters, Camptown and ~ Carrsville) with afull-time individual. He suggested one (1) individual, could rotate and manage all three (3) sites. i~ Chairman Claud requested Ms. Seward put the road improvement line item in the amount of $250,000 on the list to be revisited.. He stated with all the State cuts, he doesn't want to lose any funds coming in, however, he does not want to increase the budget of $250,000 at this time. Ms. Seward stated a recommendation has been .made to move the Tourism Department from its current location in the old. APVA building to a new location in Smithfield. She noted this move will. result in certain cost savings to the County and she will .have this- item- updated. for the Board's next work session (April 11, 2002 at 4:30 p.m.). Supervisor MacManus requested Ms. Seward provide the Board with a .cost impact for. t~he Surry Nuclear Power Station exercise. He noted this a 3 i `900 2~l ~~: ~~O would be an ideal time to forward -.this cost impact to the Station as it is attempting to renew its license to operate in the County now. Supervisor MacManus requested the Delinquent Tax Collection line item be revisited by the Board in light of the County hiring its own in-house County Attorney. Ms. Seward ;explained that once the delinquent tax attorney has .exercised all that can be done and the property is put. up for sale, a fee is imposed to recoup the County's cost. She noted that if an individual during this process pays their delinquent taxes, then a fee is .not imposed because the delinquent tax collection. attorney did not have to go through a filing process. She stated what is then imposed are the penalties and interest by the Treasurer's Office. She stated. she will be discussing with the County Attorney the possibility of imposing a 20% penalty which is allowed by a ' code section .that was amended in 1996.. She stated if the. Board does it this way,. the delinquent tax collection attorney .wishes to discuss further how he is paid. Supervisor Clark requested staff inquire from the Sheriff when he ..anticipates. beginning the process of external courtroom security. Supervisor MacManus requested that the Director of Emergency Management provide the Board with feedback from the Fire & Rescue Departments on their budgets after the Fire & Rescue Association meeting. Chairman Claud requested Ms. Seward provide the Board with an explanation from Mr. Childress for the proposed decrease in the Isle of Wight Volunteer Rescue Squad's budget. He noted that none of the other volunteer organizations experienced a decrease in their budget. Supervisor Bradshaw pointed out that historically the County has not paid its share of the funding for the Community Services Board as stipulated in the State Code at 11 %. He noted that section of the Code has not been invoked. He recommended the Board have a meeting with all representatives of the Community Services Board to state the County's .position. Supervisor Clark inquired if the Surry Clinic, which is free to eligible individuals, had submitted a request for funding. Ms. Seward advised that she spoke with Ms. Dennis to advise what was needed by the County (a budget for the year that would tell the County how the Clinic plans to spend its money and the level of service the Clinic is providing to all the different jurisdictions) to include-her request for funding in the budget, but Ms. Seward has never received a formal request from her, nor did Ms. Dennis call. a 4 n . ~ eoa~ 2J ~_~ 72~ Supervisor Bradhy offered to have Ms. Dennis contact Ms. Seward to establish a time .they could. meet to discuss the Clinic's request .for funding from the County. Ms. Seward reported that she has included a $250,000 increase for debt service which is assuming the Board will approve the issuance of debt this Summer to provide the funding needed in the current.. Capital .Budget and in the proposed CIP that will be coming before the Board for its consideration in the near future. She stated she anticipates the debt service need for that bond issuance will be approximately $950,000 which ' is automatically deferring approximately $700,000 to next year's budget. Supervisor Bradshaw requested Mr. Seward provide -the .Board with her projections of revenue and expenditures. Ms. Seward stated there is a project model by PFM which will. be updated annually for the Board's use. She. offered to put this item on the list to come back to the Board for further discussion. Ms. Seward stated she intends to forward to the Board. information concerning the Social Services .rent increase which is currently .being estimated at $12,234. l h h d oo e sc e t Supervisor MacManus requested Ms. Seward inclu budget on the list to be .further discussed. by the Board. Ms. Seward noted she would request the Board set a date for. the. public hearing on the School Budget later in the meeting. Supervisor Bradshaw requested Ms. Seward place the CSA line item on the list for. furtl^.er discussion by the Board. Ms. Seward stated included in the budget are funds for Youth Services in the amount of $45,000, the minimum amount of dollars to continue the position. She noted the State has eliminated its funding forthis grant and the County is currently contributing $26,392. Chairman Claud .inquired if that office can be effective with that level of funding. Ms. Seward stated staff' will be pursuing additional grants that .would provide the Director of Youth Services additional funding for programs. Chairman. Claud .requested Ms. Seward place the Youth Services line item to the list to be further discussed by the Board. Ms. Seward stated the Board will need to address its Capital Budget needs through this budget adoption cycle and .she has .earmarked for the 5 . go~w 2~) ~;: ; 7~0 Board the different revenue streams that would .fund the proposed. CIP currently. She stated she has projected. the .fund balance and the $1.5 million dollars available from. the fund balance she believes will be there, however, of the $1.5 million dollars needed to generate from the revenues, there are $405,000 available from the County's cash proffer reserve, which leaves the County approximately $1.1 million in needed funds for its Capital Budget. Ms. Seward stated .included. in the Board's budget package is a draft CIP which must first go through the Planning .Commission and which will be considered by the Board at a later. time. Supervisor Bradshaw requested Ms. Seward add a line item for Southampton Roads Resource Conservation District at $3,000. Chairman Claud requested an explanation for the budgeted $8,000 for cutting grass at the intersection of Benns Church .and Route 10 and the James River Bridge. County Administrator Caskey stated that while this is under the State's right-of--way, the Beautification Committee focuses on these areas as they contain the County's entrance signs. He noted the bids came in at $6,000 to do these services for the next fiscal year to cut these areas two (2) timespermonth. He noted that VDOT will only cut the medians and along the shoulders of the roadway once every six (6) weeks. Supervisor Bradshaw stated the amount of water the County is purchasing is increasing to $150,000, however, the sale of water is only increasing approximately $10,000. Chairman Claud noted one explanation for that is that the Northern Development Service District is provided by the Canisbrooke water system at Benns Church and soon all of this will be from the Western Tidewater Water Authority at a rate of $2.76 per 1,000 gallons of water. He stated the purchase of bulk water is anticipated to be much higher than it was this year. . Ms. Seward stated that while the Board did adjust the water rates, it has not adjusted them sufficiently to recoup all that cost. Ms. Seward noted she would invite the Director of Public Utilities to the Board's next. work session to provide the Board with further details. Ms. Seward noted. for the Board's information that staff is currently .working on a marketing plan to revitalize the program at the skating rink. a Ms. Seward noted the following would be addressed by the Board at their next work session: I 6 1 1 >~ 1 ~~ I~--J 1 R . 9~~K 2C1 .7`31 . $3,000 for employee recognition GIS Phase I needs HRPDC stormwater .Planning and Zoning costs of ..$15,500 whether to increase road .improvements from .$250,000 to .whatever the State. allocates . pursue .the possibility of getting assistance from the Surry Nuclear Power Plan for the cost of the exercise delinquent tax :collection .and the .incorporation of the in-house County Attorney position revisit debt. service when CIP is received from. the Planning Commission contribution to the-School Board staff is to .inquire how Youth and Family Services can operate with the minimal amount of funding included add $3.,000 for the Southampton Roads Resource Conservation District prepare. a summary of State reductions for the Board's review County Attorney to provide Board with information on the personal property tax issue i _5 invite the Director of Planning and Zoning to discuss his budget provide :information on certification of air conditioning and HVAC provide. information on the compensation hours for refuse collection evaluate .whether one (1) person can handle all. three (3) sites of the noted solid waste collection sites provide information or. ~ when the. Sheriff intends to provide external court security provide explanation on budget recommendations for Fire and .Rescue 9o~a 2~ ~.. ~?~ invite the Director of Public Utilities to further discuss his budget contact Ms. Dennis regarding funding for. the Surry Free Clinic examineoptions for the skating rink incorporate increase. in court service fees Ms. Seward stated the proposed budget does include a $.O1 tax rate increase. to satisfy the requested 3% increase in the budget which equals approximately $154,000.. She stated it does not include any effect of the upcoming reassessment. // Supervisor Clark moved the Board adjourn its meeting at 1:45 p.m. The motion was adopted. unanimously (5-0). Robert C. Claud, Sr., Chairman I~ i' 1