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04-25-2002 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 AND TWO 1 1 1 PRESENT: Robert C. Claud, Sr., Chairman Richard K. MacManus, Vice Chairman Stan D. Clark. Phillip. A. Bradshaw Henry H. Bradby Also Attending: H. Woodrow Crook, Jr., 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 continued meeting to order at 6:30 p.m. // Chairman Claud called for consideration of the FY2002-2003 Isle of Wight County School Budget. Supervisor .Bradshaw. stated he is in favor of at least funding compensation for school employees at a minimum. He suggested that- $150,000 to .$200,000 could be taken from the County's proffers line item .and applied toward the School Budget. Supervisor MacManus stated teacher and staff salaries, as ,well as special education,,are important needs that must be addressed, in addition to the recent effort for the Governor's School for Math and Science. He stated the Board has been supportive of the school system by averaging a 325% increase over the last four {4) years. He stated the State is failing to do its • job, thereby placing the burden on the County. He stated .the Board is considering a lawsuit against the State at this time ,because it is failing to .meet its obligations to children. He stated earlier. this year- school staff approached the Board requesting unappropriated funds and the .Board approved a portion of these funds, leaving a balance. of $185,000 that was not appropriated .back to the schools. He suggested the Board appropriate the $18.5,000 back to the schools and appropriate an additional $645,000, for a total of $830,000. He stated this amount will represent a $.04 increase in taxes. .Supervisor Clark stated quality public education is the Board's number one emission, along with fire and: rescue needs. He stated the State. has abandoned the County this year and left the children of the County shortchanged. He concurred with appropriating $830,000, but recommends l plJ~d lJo ~• ~~~U that a message be sent to Richmond stating that the Board does not want this shortfall coming its way next year. Supervisor Bradby stated his duty is to be responsive to the concerns of .the citizens. of the County. He stated that every citizen .who contacted him regarding the school budget asked him not to forget about education for a. the children of the County. He stated the Board must do whatever is .necessary to ensure that the .children of the Countyreceive the best education it can afford. He stated he particularly wants to ensure that teachers receive an adequate increase and that kindergarten and special education needs are addressed adequately. Chairman Claud stated -the Board collectively supports public education and that it has never been. the intent of the .Board to harm the public schools. He :explained to the public that the Board gave specific instructions to staff prior to entering the budget year that it wanted a realistic budget, not .wish lists from any department.. He stated staff. reviewed the requests from all County departments, as well as the schools, and prepared a draft budget pursuant to Board direction. He stated, excluding schools, $5.8 million dollars from the Budget was cut prior to it coming to the Board. Supervisor Clark advised the public that the Board continually strives to collect voluntary cash proffers from citizens and developers who wish to develop in the County. He noted that it is not just once a year when the budget is approved that the Board thinks about funding for schools as it thinks about it throughout the year as applications are considered. Supervisor Bradby inquired of Dr. Decker if the Board approves an additional $830,000, would this ensure that teachers would receive an increase. Dr. Decker replied "yes" and that- there would be no layoffs in the school system, as well. Supervisor MacManus moved the Board approve the School .Budget with an increase. in funds of $830,000 over last year's funding in the total amount of $19,278,863 local funds. The total approved budget amount is $42,231,284. 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. // Anne F. Seward, Director of Budget and Finance, presented the following needed budget amendments: 1) transfer to E-911 Fund/Central Dispatch in the amount of $31,155; 2) deletion of the State Compensation Board reduced reimbursements line item in the amount of $72,000; and, 3} 2 R ~~~~. 2Q .;:. ~~9 State. Electoral Board and Registrar reduced reimbursements :in the amount of $4,000. 1 Mrs.. Seward addressed a summary of .potential tax revenue: amendments, as follows: l) court fee ordinance adoption in the amount of $50,000; 2) probate tax ordinance adoption in the amount of $8,000; and, 3) motor vehicle license. fee ordinance adoption. in the. amount of $160,000.. Mrs. Seward- addressed .the status of Board .requests, as follows:. 1) Summary of State Cuts in Funding for FY03.; 2) Motor. Vehicle Decal License Fee proposed increase, to include tax revenue projects and regional comparison; 3) school contribution/enrollment trends, 4) Department of Public Works/budget issues, to include HVAC contracting vs. in-house Technician and staffing costs for convenience centers; and, 5) projection of General Fund revenues/expenditures. Mrs. Seward stated the anticipated reduction in State funding for the. . next fiscal year is $631,71.2, which is equivalent to a $.04 tax increase. She stated she has prepared for the Board the tax revenue. projections- for the .motor vehicle decal license fees, to include motorcycles and trailers: Chairman Claud cautioned that he did not want to do anything that might negatively impacteconomic development: Supervisor MacManus requested Ms. Seward provide the Board with :additional information, i.e., the number of trailers and their type that are housed in the County. Ms. Seward noted she would obtain additional information on trailers from the .Department of Motor Vehicles and she would speak with the Director of Economic Development in regards to how this might .impact economic development. in the County. ' Ms. Seward noted contained in the agenda are school contributions and enrollment trends for the Board's information. 1 Ms. Seward addressed the Board regarding HVAC contracting for. Public Works versus an in-house technician. She stated the recurring cost would be $41,600 and the non-recurring cost would be $8,000 for start-up equipment. ,She stated data has been gathered from the previous two (2) years for HVAC contracting purposes and she anticipates the cost to be approximately $3.5,000 for this fiscal year, to include parts purchases. Supervisor Bradshaw suggested coordinating County HVAC activities with the school division. 3 g~~~ ~t7 ~ :790 Donald M. Long, Director of Public Works, advised that he has spoken with school staff regarding a joint cooperation with the schools in various areas. Chairman Claud requested Mr. Long continue his dialogue .with school staff in this regard. Ms. Seward reported that staff is currently discussing joint efforts with the school division and .anticipates a .report .for the Board at its next joint meeting. Ms. Seward addressed the. Board regarding staffing costs to take Carrsville, Walters and Camptown to manned centers. .She stated the Carrsville and Camptown sites are currently manned six (6) hours per day and all other sites are manned at twelve (12) hours per day. She stated the anticipated cost to take these sites from six (6) hours to twelve (12) hours is $15,524 using part-times services. She stated the Walters site is currently not manned and the recurring cost would be $35,000 and non-recurring start-up cost is $8,300. She stated the Director of Public Works is not - recommending the Walters site be manned at this time. Supervisor Bradshaw inquired what the cost savings would be by going to a manned site for both sites. Mr. Long stated in addition to freeing up some of his maintenance employees, there would also be a reduction in the amount of trash that .would be disposed at these sites due to curtailment of illegal dumping. Supervisor Bradshaw requested that the Board continue to consider this matter as it goes through the budget process.. He requested Mr. Long provide the Board with an estimate of the amount of illegal trash .being dumped at these sites. Chairman Claud requested Ms. Seward add $5,000, fora ,total of $25,000, to the Public Works overtime line item. - County Attorney Crook stated that he had recommended that the County .Attorney's budget be comparable to the Commonwealth Attorney's budget. He stated the County Attorney's responsibilities .are comparable to that of the Commonwealth Attorney's time-wise and staff-wise. He stated he did not recommend a paralegal. He stated the County Attorney needs an Assistant County Attorney to meet with Department Heads, Boards, Planning Commission and other agencies and provide them legal advice. He recommended the staff consist of a County Attorney, an Assistant County Attorney and a secretary. u 1 4 n 1 so~. 2~ ,.. 79i Chairman Claud and Supervisors MacManus and Bradshaw directed Ms. Seward add $23;000 to the salary and change the paralegal to an Assistant County Attorney in the County Attorney's budget. Ms. Seward briefed the Board on the Surry Free Clinic's budget .which consists of approximately $119,000 with approximately 80% of the .clientele served from the County. Chairman Claud requested Supervisor Bradby provide Ms. Seward a record of the budget and expenditures as required for all budget requests for future funding consideration. He further directed Ms. Seward to include $5,000 under the Health & Welfare line item for this purpose .and to make contact .with the .Department of Social. Services to get their recommendation on an amount to be allocated. 1 Ms. Seward requested direction from the Board on the delinquent tax collection process to amend the legal fee recoupment. County Attorney Crook stated the delinquent .tax collection attorney has advised that he is agreeable with amending his contract so that he would be paid the fee under the ordinance that is collected which is 20% of the taxes collected. He stated the State statute stipulates that the County can collect up to 20% collection fees if it is contracted for. Supervisor MacManus stated. this is agreeable with him. He stated the Board also discussed having some of the .correspondence, i.e. the first several letters sent to the delinquent taxpayer, being done by the County Attorney's Office. County Attorney .Crook stated he has requested the delinquent tax. collection attorney to prepare an amendment to the contract and he will bring it to the Boar d when he receives it. Donald T. Robertson; Assistant .County Administrator/Director of Human. Resources, stated he is in the process of reviewing the skating rink funds plan for self sufficiency, as well. as employee benefits .and he will have a report for the Board by its May 6, 2002 meeting. Under the .Operating Budget, Ms. Seward was directed to do the following: 1 Under employee recognition, Supervisor Bradshaw directed Ms. Seward to add $3,000 back in the budget Under GIS Needs Analysis/Phase I, Supervisor Bradshaw suggested as needs arise that they be brought back to the Board for consideration. 5 Under HRPDC Stormwater Dues, Chairman Claud requested that these funds be left in the budget. Under the VDOT 50/50 Road Improvements, Supervisor Bradshaw requested that the amount be left at $250,000 and that the Board revisit the matter when the County, receives an advisement letter from VDOT. Under Zoning & Subdivision Ordinances, Supervisor MacManus directed Ms: Seward leave the $40,000 for contracted services in the budget... He requested that the Director of Planning and Zoning provide the Board with an update on how he is proceeding in regards to the Zoning Ordinance at the Board's May 6, 2002 meeting. 1 Under the Chamber of Commerce, Supervisor MacManus directed Ms. Seward include $2,400 for a total of $15,000. Under Fire & Rescue, Supervisor Clark directed Ms. Seward include a 5% increase among the. fire departments, to be distributed among the departments by the Director of Emergency Management, for a total of $261,614. Under the Rushmere Volunteer Fire Department, Chairman Claud requested that the one (1) time appropriation of $4,000 as ..recommended by the Department of Emergency Management for defibrillators be left in the budget, but that it should not be spent twice both in the current year and next year. Under Rescue, Supervisor MacManus directed Ms. Seward add a $1,700 increase to be split evenly between the two (2) rescue departments. Supervisor Clark requested Mr. Childress report to the Board on the issue of why the Isle of Wight Volunteer Rescue Squad signed a contract in the amount of .$120,000 against his advice versus applying for a State grant that could have funded as much as 50% of the cost. Under the request for funding by the City of Newport News. for consideration of a $1 per capita for the Aviation World's Fair, Supervisor MacManus directed that Ms. Seward not include any funds in the budget. For the proposed Capital Improvement Program, Ms. Seward was directed to do the following: Under the $1.4 million for the radio system and transmission upgrade, Supervisor Bradshaw requested that the Director of Emergency Management begin meeting now with other 6 1 1 R 1 LJ ~~-:; ?~ ~ .793 localities about the pros and cons of the systems they have recently installed Under Public Utilities, Supervisor Bradshaw requested that the Board keep in mind that funds need to be earmarked for the upgrade of the Zuni system. Ms. Seward. discussed the General Fund Budget Model with. 5-Year Projections. Under expenditures,. she stated County departments are estimated with an average increase of five percent (5%); road improvements estimated at $250,000 based on a three percent (3%) increase; health .:and welfare estimated at three percent (3%) increase; Constitutional Officers estimated at an average of four- percent (4%); Social Services estimated at a two percent (2%) increase; Schools estimated at a five. percent (5%) increase; and, transfer to enterprise .funds assumes a ten percent (10%) decrease in the transfer to public ,utilities and .the skating rink... Under revenue, she stated real property assumes. an average of 6.2% increase, 3.5% increase annually with. the exception of the reassessment years and assumes the Board keeps the reassessment cycle at four (4) years. which she recommends the Board change to every two (2) years and which assumes the County picking up the assessments in the revenue streams; personal property is assumed`at five percent (5%); machinery and tools at 1.2%; other local taxes at 3%; fines and forfeitures at 6%; permits at 4%; State aid at 2%; and, Social Services at 2%. She stated. that in FY2002-03, the County wily have $323,500_ in unallocated funds with it' dropping to $55,000 the next year and a negative $200,000 the following year and finally a negative $2,000,000 when the $17,000,000 bond- issue is issued for all the school needs. She stated these are conservative estimates and the Board may wish to implement tax increases. She stated a more current .reassessment cycle would improve the County's cash flow and revenue stream.. ~ Supervisor MacManus requested Ms. Seward provide the Board, in writing, the options available for advertising the budgets for public hearing.. Supervisor Bradshaw stated he is in favor of balancing the budget from the fund balance, leaving the rates flat and in July have a second advertisement to determine how the Board wants to set the rates. Ms. Seward reported .that the E-911 budget is being presented to the Central Dispatch Board of Directors .next Tuesday. `J Chairman Claud stated there are no funds included in the E-911 budget for capital purposes and he requested that staff represent the Board's desire that some capital funds be included. Ms. Seward suggested that $100,000 be included for that purpose. Chairman Maud concurred with Ms. Seward's .recommendation. 7 ~ ~ aa~~ ~~ .,, : 7~4 Supervisor Bradshaw suggested that the Board conduct a work session in August or September to discuss projections and revenue streams for the next fire (5) to ten. (10) years. Ms. Seward stated she. is not clear on the Board's desire to incorporate :the three (3) new revenue streams into the budget. She inquired if the Board :wanted her to incorporate them or not. Chairman Claud requested that Ms. Seward provide the Board with the amount of tax funds necessary to meet the budget so that the Board could make a decision. // Donald T. Robertson, Assistant County Administrator/Director of Human Resources, presented. a request to submit a grant application for. the renewal of an existing grant.. He stated no local funds are required for the cooperative effort between the Office on Youth and the school. system. Supervisor Clark moved. that the Board approve the submittal of the application renewal.. 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. . Supervisor Bradshaw requested that the Board consider eliminating the Farm Machinery tax due to the Federal. peanut program being eliminated by Congress which will most likely be enacted this. year and which will have a tremendous impact on the farmers in the County. He stated more time and resources are probably-being spent to implement this tax than revenue being generated.. He requested Ms. Seward list this as an item for further discussion by the Board during the budget process. // Chairman Claud requested a closed session under ~ Section 2.2-3711 Al of the Freedom of Information Act concerning a personnel matter. Supervisor MacManus requested a closed session under Section 2.2- 3711 A7 of the Freedom of Information Act for advice of counsel concerning contract negotiations and .under Section 2.2-3711 AS concerning siting of a prospective business that has not been disclosed previously. Supervisor Bradshaw moved the Board enter closed session for the reasons stated. 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. ~. 8 r i ,. ,. iL 1 Upon returning to open session, Supervisor Clark moved the Board adopt the following resolution: .CERTIFICATION OF CLOSED MEETING WHEREAS,, the Board of Supervisors has convened a closed 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,. 2.2-3712D of the Code of Virginia requires a certification by this Board of Supervisors that such closed .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 requiremen*s by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the. motion .convening the closed meeting were heard, discussed or considered by the Board of Supervisors. ; VOTE AYES: MacManus, Bradby, Bradshaw, Clark and Claud NAYS: 0 ~' ABSENT DURING VOTE: 0 ABSENT DURING MEETING: 0 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. // Supervisor Clark requested that the Board further discuss Ms. Seward's recommendation for a bi-yearly reassessment process. Supervisor Bradshaw suggested the bi-yearly reassessment process be further discussed when .the. Board sets up its work session in August or September dealing with projections and revenue streams for the next five (5) or ten (10) years. // { 9 s