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03-31-2004 Continued Meeting i BooK z~ ~~~3a7 CONTINUED MEETING OF THE ISLE OF WIGHT COUNTY BOARD OF SUPERVISORS HELD THE THIRTY-FIRST DAY OF MARCH IN THE YEAR TWO THOUSAND AND FOUR PRESENT: Stan D. Clark, Chairman (Arrived at 4:10 p.m.) Phillip A. Bradshaw, Vice-Chairman Henry H. Bradby Thomas J. Wright, III Richard K. MacManus Also Attending: Jacob P. Stroman, IV, County Attorney W. Douglas Caskey, County Administrator Donald T. Robertson, Assistant County Administrator Carey Mills Storm, Recording Secretary Vice-Chairman Bradshaw called the continued. meeting to order at 4:00 p.m. for the purpose of discussing the proposed Isle of Wight County Operating and Capital Budgets for FY2004-05. // Supervisor MacManus requested that the Board add a matter pertaining to the Olde Towne Farmers' Market as Item 3.B. Supervisor MacManus moved that the Board approve the agenda, as amended. .The motion was adopted by a vote of (4-0) with Supervisors MacManus, Bradby, Bradshaw and Wright voting in favor of the motion; no Supervisors voting against the motion; and, Chairman Clark absent from the meeting. // Vice-Chairman Bradshaw called for a presentation by the Isle of Wight Health Department. Jackie Russell, Isle of Wight Health Department, briefed the Board on State funding impacts on services within the Health Department. Vice-Chairman Bradshaw called for a presentation: by the Isle of Wight Community Services Board. Demetrios Peratsakis, Isle of Wight Community .Services Board, briefed the Board on State funding impacts on services within the Community Services Board. Chairman Clark arrived at 4:10 p.m. 1 eoo~~ 2z ~s~~:~os Chairman Clark called for a presentation by Sheriff Fhelps. Charles W. Phelps, Sheriff, Isle of Wight County Sheriff's Department, addressed the Board on State funding impacts on services within the Sheriff's Department. He advised that he has proposed $140,400- additional overtime '. funds to assign sixteen (16) mandatory overtime hours to two (2) deputies each day during the heaviest hours of need; however, the. Director of Budget and Finance recommended cutting his budget request by $70,000. He requested that the Board allocate an additional $70,000 to utilize for overtime funding. Chairman Clark called for a presentation by the Treasurer. Judith C. Wells, Treasurer,. advised the Board that on-line banking would be available by May 1, 2004 and. that the County would be moving its accounts to Bank of America. She-noted that she has requested an additional Cashier position due to increased growth in the County. Chairman Clark called far a presentation by the Director of Economic Development. Patrick J. Small, Director of Economic Development, addressed the Board on Economic Development land development plans and associated costs. Chairman Clark called for a presentation by the Director of Public Utilities. E. Wayne Rountree, P.E., Director of Public Utilities, stated the budget presented moves. towards the .County's utility system becoming self- sustaining. He noted that the utility enterprise fund is dependent upon the General Fund for $388,000, but in the proposed budget for the upcoming year that figure has dropped to $131,000. Supervisor MacManus requested that Mr. Rountree. bring back information on hotel hook-ups versus multi-use hook-ups. Chairman Clark called for a presentation by the Director of Public Works. Donald M. Long, Director of Public Works, addressed the Board on the refuse collection tonnage by site. He stated with request for additional Camptown trash site staffing, he would like to first make .some staff changes. He noted that a trash truck has been funded in this year's Operating Budget. Supervisor Bradshaw directed Mr. Long to develop a plan for the entire County to address illegal dumping at the unmanned convenience sites. 11 1 2 ,~ 800K 22 ~~~'3O9 Chairman Clark called for a presentation by the Director of Parks and Recreation. Alan S. Nogiec, Director of Parks and Recreation, stated all fees related to the use of school facilities, except for the direct cost of the custodian, have been waived by the school administration. With respect to the cost of school bus painting for use by his department, Supervisor MacManus requested that Mr. Nogiec research other cost options with the transportation site at Fort Eustis and report back to the Board on his findings.. He further requested that Mr. Nogiec approach the School Board to request 50/50 funding from the School Board and the Board of Supervisors for the .scoreboard at the Smithfield Middle School. Chairman Clark called for a presentation by the Information Services Coordinator. Lyle D. Hornbaker, Information Services Coordinator, addressed the GIS plan with the Board. He also provided. a status report on school cooperative efforts and his new position request. Supervisor Bradshaw requested that Mr. Hornbaker provide the Board with aone-page summary of the status of the GIS. • // 5 i j The Board directed the Director of .Budget and Finance to do the { following: .Allocate full funding in .the amount of $3,471 to the Western Tidewater Community Services Board. Allocate funding in the amount of $35,000, for a total of $105,000, to the Sherifi?sDepartment, which will allow three (3) additional hours of overtime per week over the current recommendation. Allocate funding in the amount of $11,395 to the Treasurer's Office for afull-time Cashier's position. The position is to be offset by additional collections. '.f The proposed $125,000 in the Department of Economic Development be reduced b $100,000. Allocate $25 000 for the Y development plan/potential partnerships. Allocate funding in the amount of $28,754 for a Truck Driver position within the Department of Public Works. 3 { 800K ~~ ?AGf31O Increase funding to the Department of Public Utilities by $20,000 for the purchase of an additional generator. Staff is to~perform an analysis of FY03 revenues and report back to the Board. Ms. Seward noted that she has made the necessary adjustments from the Board's first work .session which reflect revenues from Use of Money was increased by $180,000; the fringe benefit requirement for VRS was , increased. by $25,000; the annexation settlement was `increased by $50,000; and, the VDOT Revenue Sharing was increased by remaining $250,000._ Supervisor Bradshaw requested that. Ms. Seward provide him with additional information pertaining to the annexation issue, to include all records from last year. Supervisor MacManus directed Mr. Hartley to contact the Town of Smithfield to inquire what the cost would be to hire a consultant to update the Subdivision Ordinance. Supervisor Bradshaw noted that the Building. Review Committee should review the possibility of relocating ,the Commonwealth Attorney's Office. to the Public Works building when vacated by the Department of Public Works. Chairman Clark directed Ms. Seward to contact Glenda Minga and advise her that court cases are not affecting her budget. Ms. Seward noted that she has not had an opportunity to project the fund balance, but she did prepare the Growth Model Projections, based on the assumption that the real estate tax rate would be increased to $.77 with a 15% increase in the assessed values, and that the adopted CIP is incorporated. Supervisor Bradshaw recommended cutting the expenditures back in order to eliminate the need for a tax rate increase. Supervisor Bradshaw recommended that the County pursue Fire and Rescue billing and a meal tax. /L With respect to the issue of the Olde Towne Farmers'. Market, a Supervisor MacManus moved that the Board authorize a maximum of $5,000 be taken from the Contingency Funds this fiscal year with the requirement of equal funding being allocated by the Town of .Smithfield; that monthly reports be provided. to the Board of Supervisors outlining the number of vendors and farmers participating and the number of hours expended by the Marketing Director; that the possibility of additional fund raising efforts be, reviewed; that next year the budget include $4;000 from the County with $4,000 from the Town of Smithfield, and this item be placed under the 4 . ~ eooK 22~h~~.311 Economic Development budget, specifically under the new Economic Development position for that person to coordinate; and, that the Market be managed by the Chamber of Commerce. The motion was adopted by a vote of (5-0) with Supervisors MacManus, Bradby, Bradshaw, Clark and Wright voting in favor of the motion, and no Supervisors voting. against the motion. Supervisor Bradshaw recommended that the Board delay funding for the Purchase of Development Rights Frogram. He recommended that the Master Water and Sewer Plan be postponed until the results of the reassessment are known. He further recommended that the schools only receive 2.5% and that utilities should."break even" in the next fiscal year. He requested that Ms. Seward distribute copies of the School Board's summary of requests spreadsheet to the Board for their information. Supervisor MacManus noted that he believed the County could fund more than the 2.5% suggested by Supervisor Bradshaw, depending on the amount of rollover funds available. He stated that he did not necessarily recommend a tax rate increase either. Supervisor Bradshaw stated the schools, from previous years' budgets, have over $3 million in unspent funding and in this Operating Budget they have $.1.1 million that they are. not spending, citing it as surplus funds. He stated there. is a problem with the School Board's financial integrity when they come before the Board and state that they can not pay teachers and employees adequately. He stated he does not believe in rolling over funds, and he would suggest that the Board not roll over any. funds to the School Board and fund it at a 2.5% increase, which would help the County balance its budget. He stated in FY02-03, there was $3.5 million the School Board did not use and which is now .surplus, and this year they have another million. Supervisor MacManus suggested the Board : oll ,the funds over to the School Board and not give them an increase. He noted that he may be able to keep the percentage increase down by using one-tine funds. Ms. Seward cautioned that roll over funds are one-time unspent funds for recurring operational costs. Supervisor MacManus recommended the Board look at some of the numbers to see how the County's long-term costs can be minimized // The Board noted that it would continue discussions on the proposed budget following its regular meeting of Thursday, April 1, 2004. 5