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February 19, 2003 Work Session 460 A budget worksession was held on February 19,2003, at 8:00 A.M., following the County Finance Committee Meeting, in the Board of Supervisors' Conference Room, (Purple Room), First Floor, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice Chairman W. Harrington Smith, Jr.; Robert M. Sager; Margaret B. Douglas; Sidney A. Reyes; Gina A. Forrester; and Lynda 1. Tyler. FINANCE COMMITTEE: Ritchie Wilkins; Ron Hottle; C. William Orndoff, Jr.; Ellen Murphy. Don Butler was absent. SCHOOL BOARD: Superintendent of Schools Dr. William Dean; and Administrative Staff. RESOLUTION (#040-03) DECLARING OF A LOCAL EMERGENCY IN FREDERICK COUNTY DUE TO WINTER SNOW STORM - APPROVED Emergency Services Coordinator Gary DuBrueler appeared before the Board requesting approval and ratification of a resolution due to the recent snow storm in Frederick County: Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the following resolution was approved: WHEREAS, the Board of Supervisors of the County of Frederick does hereby find that: 1. Due to a severe winter storm, the County of Frederick is facing dangerous conditions; 2. Due to a severe winter storm, a condition of extreme peril of life and property necessitates the proclamation of the existence of an emergency; NOW, THEREFORE, IT IS HEREBY PROCLAIMED by the Board of Supervisors of the County of Frederick, Virginia that an emergency exists throughout the County, and IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said emergency that powers, functions, and duties of the Director of Emergency Services and the Emergency Service Organization of the County of Frederick shall be those prescribed by state law and the ordinances, resolutions, and approved plan of the County of Frederick in order to mitigate the effects of said emergency. ADOPTED this 19th day of February 2003. The above resolution was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye Minute Book Number 28 Board of Supervisors Budget Worksession with the Finance Committee 02/19/03 461 BUDGET DELIBERATIONS Administrator Riley advised the Board where we are with the budget at this time. There are four funding scenarios that are currently being considered with a high of 18 cent tax increase and a low of 10 cents. He asked the Board if they have any other scenarios that he would like to propose or any other ideas that will help this process along. Next week, at the Board meeting, a figure will be needed in order to advertise the public hearing on the budget. Supervisor Sager asked when the next general assessment is scheduled? Administrator Riley advised in January 1, 2005. Supervisor Forrester advised she had some line item questions. On page 20 under the headline Other - Professional Services, she asked what that is for. Administrator Riley advised for auditing services and outside employment oflegal counsel are the two primary focuses. Supervisor Forrester asked ifthis amount is in addition to the $44,000 for the internal audit? Director Shiffler advised this is for the Fire & Rescue audit. Supervisor Forrester asked if the Board had looked at Travel, Books, Memberships and Dues? Administrator Riley advised when the Board was looking at staying below present level, most departments looked at those areas, as far as deductions were concerned. Supervisor Forrester advised that there is still approximately $4 million for these four items if they are added together. Administrator Riley advised a great deal ofthis funding is for the Jail and the Sheriff. When you look at the extradition of prisoners, and the fact all of this is included under travel. Director Shiffler advised that training for these two departments is also included under this line item. She further addressed the incentive pay that had been questioned by Supervisor Forrester. Supervisor Forrester advised that she would like to see the Board look at this in general, as she knows it is too late for this year, but definitely before next year. Administrator Riley advised when the County instituted the career ladder development program for Fire & Rescue, Jail and the Sheriff's Departments, staff went back to see if the incentive pay was still needed. This is still being researched. Minute Book Number 28 Board of Supervisors Budget Worksession with the Finance Committee 02/19/03 462 Supervisor Forrester asked about Inspections on page 51. Under Reserved for Contingencies, $35,725 is shown and that is in addition to Contingencies, the increase in the Operation of Contingencies. She asked why it is broken out this way. Administrator Riley advised that Inspections is looking at trying to become fee sustaining. If a part time person is needed, these funds will be there for that purpose during peak time, and revenues will off set expenses. He addressed the procedure used for contingencies. Supervisor Reyes asked about incentive pay and how that applies to the Commonwealth's Attorney Office. Administrator Riley advised there are one or two investigators that are sworn law enforcement personnel that qualify for that program. Supervisor Forrester asked about the current proffer balance. Director Shiffler advised that information is not part ofthis information as it is included on the balance sheet. Member Wilkins inquired about the 600,000 showing as proffer being spent. Director Shiffler advised that was for last year. Supervisor Reyes asked if any of the four scenarios include the automatic closing of the Gainesboro School. Dr. Dean advised it is not automatic; however, the revenues and other information would have to be considered. Supervisor Forrester advised she would not mind scenario I, but divide the proffers between the schools and parks and recreation. She would like to see EDC ineentive decreased by $150,000. She also feels that Travel and Membership fees needs to be looked at. Supervisor Sager asked if the incentive fund, is that not for existing businesses, as well as new businesses. Chairman Shickle asked about the proffers and whether there is enough capital to take a look at it. Director Shiffler replied there is some. It is primarily designated for schools and parks and that is probably where it should go. Supervisor Reyes asked about the position that is currently being held by Gary Edwards in Minute Book Number 28 Board of Supervisors Budget Worksession with the Finance Committee 02/19/03 463 EDC and the fact he is retiring, will this position be eliminated? Administrator Riley advised that he would strongly advise against eliminating this position, as it is the county's contact with all the existing industries in the community. Supervisor Reyes asked ifthere is any way these duties could be absorbed by Patrick Barker? Administrator Riley advised he did not feel Patrick had the time, based on his daily schedule. Commissioner of the Revenue Murphy advised of the frequent contact she has with this person and their constant follow up with the various companies about their machinery and tools. Supervisor Douglas stated that she felt EDC was a most valuable organization and she would hate to see it cut down to bare bones. We need to have industry brought into the county with the help ofEDC. Supervisor Sager still supports the request of the Sheriffs Department for additional vehicles. He feels this is a safety issue. Administrator Riley advised he had talked with the Sheriff and he is comfortable with what is being proposed. Supervisor Tyler asked how critical are the two dispatchers positions within the Emergency Dispatch Office? Administrator Riley advised they are all critical. Supervisor Tyler advised that she would like to see Commissioner Murphy's request, along with the dispatchers and also Sheriff Williamson's vehicles, funded. Treasurer Orndoff addressed the vehicles for the Sheriff. He addressed those vehicles that could be moved around and feels the Sheriff can live with what is being offered. Supervisor Sager asked about the $475,000 for GIS and exactly what would this buy? Administrator Riley advised it was for hardware, software and five positions. Currently, there is no place to put the five positions, so this is somewhat on hold until we can find them some space. Supervisor Forrester advised that she has requested from Director Shiffler certain information on the contributions made by the county to the civic community. She feels this needs to be looked at. Supervisor Smith advised that this is something we go through every year. Minute Book Number 28 Board of Supervisors Budget Worksession with the Finance Committee 02/19/03 464 Chairman Shickle advised that next Wednesday is the closure date. There will be five scenarios and numbers equated to increases in the tax rate for specific items. Supervisor Sager asked about the General Assembly and when we might know what we are going to receive from Riclunond? Administrator Riley advised that he feels one thing we might know is whether both houses agree on an increase for State employees. That could help offset, the local expenditure, somewhat to the school system. That could be some good news, if it comes through. It could be available before the 26th. Supervisor Reyes asked Administrator Riley to go over the Sth scenario. Administrator Riley advised it would be a decrease in the incentive fund to EDC by $ISO,OOO. Proffers included to parks and recreation and the schools. Look into cuts for travel, subscriptions, dues and memberships. This would be part of Supervisor Forrester's scenario which is number 1 and a 10-cent increase. The following would be listed as unfunded requests: Increase in funding for vehicles, communication center, Commissioner of Revenue, position request and decrease funding or seeing what funding looks like for outside agencies. They are current at present level. This information will be provided to the Board prior to the Board meeting of February 26. Chairman Shickle asked for clarification of what Supervisor Forrester is requesting. Supervisor Forrester advised that the items she identified be applied, and the ten cents reduced. Chairman Shickle directed the Board to please be prepared at the Board meeting of February 26 to come to closure on the Budget rate. ADJOURNMENT. , Q--.-Q--Q c~ Richard C. Shickle Chairman, Board of Supervisors Minutes Prepared By: ~~;;t~ ~~~~li~S})D 'I 1l.~ .~ Deputy Clerk, Board of Supervisors Minute Book Number 28 Board of Supervisors Budget Worksession with the Finance Committee 02/19/03