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January 31, 2007 Work Session 262 A Worksession of the Frederick County Board of Supervisors was held on Wednesday, January 31, 2007, at 8:00 A.M., in the Board of Supervisors' Meeting Room, County Administrator's Office, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice-Chairman Gene E. Fisher; Charles S. DeHaven, Jf.; Gary W. Dove; Bill M. Ewing; Philip A. Lemieux; and Barbara E. Van Osten. OTHERS PRESENT John R. Riley, Jr., County Administrator; Cheryl B. Shiffler, Financc Director; Jennifer Place; Budget Analyst; Sharon Kibler, Assistant to the Finance Director; Jay E. Tibbs, Deputy County Administrator; Ellen Murphy, Commissioner of the Revenue; C. William Orndoff, Jr., Treasurer; and Finance Committee members Gary Lofton, Richie Wilkins, and Ron Hottle. CALL TO ORDER Chairman Shickle called the meeting to order. DEED OF LEASE BETWEEN THE COUNTY OF FREDERICK AND THE COMMONWEALTH OF VIRGINIA. DEPARTMENT OF MILITARY AFFAIRS FOR THE NEW NATIONAL GUARD ARMORY SITE - APPROVED Administrator Riley advised that this item had been discussed last week at the Board's regular mceting. He stated this was a 99 ycar lease for the property, which the County would own. He concluded by saying that most of the lease language was boilerplate per the Department of Military Affairs. Upon a motion by Supervisor Van Osten, seconded by Supervisor Ewing, the Board approved the deed of lease between the County of Frederick, Virginia, and the Commonwealth of Virginia, Department of Military Affairs for the new national guard armory site. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Charles S. DeHaven, Jr. Aye Gary W. Dove Aye Gene E. Fisher Aye Philip A. Lemieux Aye Barbara E. Van Osten Aye BUDGET PRESENTATIONS Administrator Riley and Finance Director Shiffler reviewed the estimated revenues and Minute Book Number 32 Board of Supervisors Budget Worksession of 01131107 263 expenditures for the FY 2007-2008 budget. Administrator Riley stated that he had reviewed the budgets and proposed his cuts. He advised that he had given the department heads the opportunity to cut funding from other areas as long as the same bottom line was reached. There was originally proposed as 10% salary increase for employees; however, that has been reduced to 5% and there will be no operational contingency funding next year. Budget Analyst Place reviewed the budget cuts and those items that were funded above present level. Administrator Riley stated that new Compensation Board funded positions would be considered by the Finance Committee at the end of the yeaf. Next, Finance Director Shiffler and Commissioner Murphy reviewed the revenue growth. Commissioner Murphy stated that the building industry had slowed and this would have an impact on business licenses and sales tax on supplies. The utility tax deregulation is proposed to begin in FY 2008 and is supposedly revenue neutral. She went on to say that NADA expects a drop in personal property tax revenue. Chairman Shickle asked why personal property collections were less than 50%. Finance Director Shiffler responded that the state portion was not yet included. The Board next heard budgct presentations from various county departments. COMMISSIONER OF THE REVENUE Commissioner Murphy advised that she would prefer not to cut the promotions listed in her budget. She stated that the promotions would not include anyone who receivcd an increase this yeaf. Her budget also included extra help for the reassessment and a LaserFiche document imaging system, which she had requested for the past four years. Supervisor Dove stated that he would support thc document imaging system, if a position could be eliminated to off-set the cost. Commissioner Murphy stated that she would rather give up the LaserFiche system than cut existing staff. She next discussed the addition ofa professional services line item and stated these monies would bc used to upgrade software for the office's computers, cameras, etc. Supervisor Ewing stated that he would prefer to see that linc item purged. Minute Book Number 32 Board of Supervisors Budget Worksession of 01/31/07 264 Commissioner Murphy stated that her office supply line item was increased to include LaserFiche and due to departmental growth. The travel line item was used for classes for the assessors and certification training for deputies. She went on to say that there would be three additional field people needed during the reassessment. Commissioner Murphy informed the Board that Sheriff Williamson had hoped to have an old vehicle for her department to use, but she has not heard from him; therefore, she was requesting one new vehicle, which was needed for the reassessment. Chairman Shickle asked about the reassessment. Commissioner Murphy responded that she would have five people in the field five days per week. She advised that she still had one position yet to fill. Chairman Shiekle concluded by asking that the Board be provided a periodic update on the reassessment. MAINTENANCE AND GROUNDS Assistant County Administrator Tierney appeared before the Board regarding this budget. He stated that the majority of the increase in the Maintenance Administration budgct was due to the hiring of a new maintenance supervisor and two custodians for the public safety building. He explained that $188,000 ofthe increase was due to the new public safety building, which will come on line in April or May 2007. The remaining $26,000 of the total increase was for a $1 per hour increase for existing maintenance staff. In reviewing expenditures for the new public safety building, Supervisor Dove questioned the $38,000 for diesel fuel for the generator. Fire and Rescue Director Gary DuBmeler responded that there were two generators that provided back up power to the facility. The 6,000 gallon fuel tank would provide 72 hours of generator service. They were budgeting for two tank fulls offueL Supervisor Dove responded that he could not see that. Sheriff Williamson stated that the figure was probably high and that ifthe generators were to be mn, it would take place under an emergency circumstance. Administrator Riley stated that filling the tank would be a one time expenditure and that future fills could be handled on a case by case basis. Minute Book Number 32 Board of Supervisors Budget Worksession of 01/31/07 265 Chairnlan Shiekle stated that this budget should probably be sent through the Public Works Committee for review next year. Supervisor Ewing suggested separating the buildings (i.e. County Administration Building, Public Safety Building, etc.) in order to get a more accurate picture of costs. Supervisor Fisher stated that he would like to see the total square footage amounts for all of the county buildings. Supervisor Dove questioned the $5,000 budgeted for snow removal and stated that he would prefer to take it out of the budget and pay it out of fund balance when the need arises. Supervisor Ewing stated that a column showing the adjusted budget for the current year would be helpful. Chairman Shickle asked about the Joint Judicial Center and the space alloeation. Administrator Riley responded that he had the County Engineer look at the Judicial Center based on current and proposed use. The budget is based on the assumption of a SO/50 ratio with the city; however, the city is currently utilizing 53% and the County is using 47%. Administrator Riley stated that he would like to have a Joint Finance Committee meeting to discuss this and other items. SHERIFF Sheriff Robert T. Williamson appeared before the Board regarding his budget. He stated that he had not had an opportunity to make cuts to his budget in order to reach the same figure as Mr. Riley. He stated that Mr. Riley had cut over $1 million from his department's proposed budget. Sheriff Williamson reviewed his proposed budget with the Board. He stated that the ADP equipment was essential and would eliminate three staff positions. He reported that his department had exceeded 60,000 calls for service over the past year. Motor vehicles were a big part of the proposed budget. He informed the Board that he had a limited window of opportunity to order and purchase new vehicles on the state eontraet. He went on to say that Mr. Riley had recommended cutting all for ofthe four-wheel drive vehicles from this budget. Sheriff Williamson stated that those vehicles were assigned to civil process and school resouree staff in order to limit the mileage. Personnel expenses in this budget are roughly $7 million for salary and fringes. The departmental operating budget will be cut in half, which will leave less than $1 million to operate the office. Sheriff Williamson went on to say that the Board has done a good job funding his office, but he felt Minute Book Number 32 Board of Supervisors Budget Worksession of 01/31/07 266 it was time to step up and increase the operational funding for the department. He informed the Board that he has asked for additional personnel to take on the increased work load. He concluded by saying that he would look at Mr. Riley's cuts, but he felt those cuts were harmful. Commissioner Murphy asked about getting the retired vehicles for her department. Sheriff Williamson responded that without the "SUY's", he would not be able to give her four-wheel drives, but would have some cars available. Supervisor Dove asked about the IT personnel. Administrator Riley stated that the position would be coming forward as part of the IT department's budget. Sheriff Williamson stated that he had an individual working in his department who is currently performing the IT duties. He went on to say that one of his concerns would be losing that employee, Joey Henry. Supervisor Dove asked about the vehicle mileage and if there was some type of policy in place regarding replacement. Sheriff Williamson responded that, unlike most jurisdictions, he did not replace vehicles based on mileagc. He advised that his vehicles were taken off of the road when they began costing his department money to repair. He briefly touched on anticipated additional personnel, court security, and civil process. He concluded by saying that the only item of great concern for his department was the OSSI solutions software. Chairman Shickle stated that he was confused as to the new positions, because in a previous budget, the maintenance supervisor position was shown as a new position because it was filled in the middle ofthe current fiscal year; however, new eomp board positions did not show up in this budget as new positions. Finance Director Shiffler stated that the positions were included in the salary and fringes. Chairman Shickle stated that he had an interest in seeing a statistical comparison of how we are doing versus other sheriffs' departments. Sheriff Williamson stated that he could acqmre that information from the Sheriffs' Association. In response to a question concerning compensation board recommended positions, Sheriff Williamson noted that the County currently funds twice the number of positions Minute Book Number 32 Board of Supervisors Budget Worksession of 01/31/07 267 recommended by the state. FIRE AND RESCUE Fire and Rescue Director Gary DuBrueler appeared before the Board regarding his departmental budget. He advised that this budget looked at the needs ofthe volunteer organization, because the more volunteers we have the better the system will function. He went on to say that the number of responses are increasing; therefore, he requested 46.5 new positions. Ofthose positions, 28 were full-time firefighters for Companies 12, 13, 18, 20, and 21. He also requested the same office staff position as last year because he has received no additional personnel. Director DuBruelerwent on to say that the personnel requests were provided by looking at statistics and these positions are important to providing service. He then reviewed the proposed cuts. $2.8 million were for 44 full-time and 1 part-time personnel. The overtime line item was cut back to thc current level. Director DuBrueler noted that the additional funds were to be used to provide instructors to the volunteers. Chairman Shickle asked Director DuBruelcr ifhe had requested $365,000 in overtime. Director DuBrueler responded yes. Chairman Shickle stated that it did not make sense to him even based on all of the comments that Director DuBrueler made. He went on to say that Director DuBrueler was given a pretty pointed request to reduce overtime, but it looks like it is going in the other direction. He concluded by saying that he remains concerned about full-time employees who become accustomed to getting overtime as part of their salary. Mike Cline, President of the Fire and Rescue Association, appeared before the Board to review the Association's requests. He stated that Companies 13, 14, and 15 were in need of expansion. The Association needed certified Fire and EMS providers. Five stations had asked for staffing this year. The Association also needed to purchase vehicles, thermal imagers, and stand by generators. He concluded by saying that a lot of capital expenditures were going out this year. Chief Scott Miller, Millwood Station, appeared before the Board. He advised that his company had requested 12 people for his station. He went on to say that the County had a good group of volunteers, but with all of the commitments they were juggling it was hard to get them to the station. He concluded by asking the Board to reconsider the positions being requested. Minute Book Number 32 Board of Supervisors Budget Worksession of 01/31/07 268 Chairman Shickle asked how funding increases were allocated. Administrator Riley responded that it was bascd on the fire department program grants. Supervisor Dove stated that it was done on a percentage basis by the volunteer budget committee. Each department receives a base of$25,000 and $2 per capita. Supervisor Ewing asked about the resourcc management and emergency management specialists. Director DuBrueler responded that the emergency management specialist was currently a part-time position, but he was looking at making it a full-time position, as it performs many of the emergency management functions of his office, such as updating the continuity of operations plans and emergency operations plan. With regard to the resource management specialist, this position would be chargcd with purchasing and maintaining equipment. The position would also be utilized by the volunteer association in order to do group purchasing. Supervisor Ewing stated that if positions were going to be created then they needed to be in the companies instead of officc staff. He said the 1/2 position he could understand. Treasurer C. William Orndoff, Jr. asked about training and associated costs. Director DuBrueler responded that $80,000 was for volunteer training, $100,000 was for career training, and $20,000 was for recruitment. Treasurer Orndoff asked about working the volunteer training through the classes offered at Lord Fairfax Community College and Dowcll J. Howard. Director DuBrueler responded that the classes at Dowell J. Howard were high school EMS and fire training classes and the Lord Fairfax classes were advance life support classes. Neither would meet the volunteer training needs. PARKS AND RECREATION Parks and Recreation Director Jim Doran appeared before the Board regarding his budget request. He gave a brief ovcrview of the operating budget and stated that his department's net request was $2,287,097, which was an increase of $64,814 over last year. He noted that he was seeking one additional rec. tech. position; however, rcvenue from the programs would offset the costs. GEOGRAPHIC INFORMATION SYSTEMS Minute Book Number 32 Board of Supervisors Budget Worksession of 01/31/07 269 GIS Director Marcus Lemasters appeared before the Board regarding his departmental budget. He stated that his requests included a new web server, new ArcServer software, and editing software for the geodatabase. Everything requested was part of the three initiatives being undertaken by his department. Supervisor Dove asked what the GIS technician at the public safety building would be doing. Director Lemasters responded that the position would be doing analysis, redoing the first due response districts in an effort to establish lOth due areas. Other duties would include tracking incidents and disaster preparedness. Presently this is a full-time job. Supervisor Dove asked what would keep the person busy once all ofthis work is completed. Director Lemasters responded that he envisioned the person finding new uses/approaches for GIS in public safety. INFORMATION TECHNOLOGY IT Director Benny Tyson appeared before the Board regarding his budget. He stated that his increases were a result of the technology study undertaken by the County. He was asking for three new positions: network analyst; systems director; and public safety IT. He stated that the remainder of his budget was the same as last year. He noted that there was an increase in capital in order to replace 25-30 older computers in the county. Chairnlan Shickle asked why $500,000 was cut. Administrator Riley stated that he felt the emphasis this year should be on positions, but the capital needs would be revisited in the future. He went on to say that the emphasis next year would be on equipment. Supervisor Ewing asked ifthe IT person at the public safety building would be under the IT Department's budget. Administrator Riley responded yes. Supervisor Dove questioned the need for both an IT and GIS position for the public safety building. Administrator Riley responded that both positions were crucial. PLANNING AND DEVELOPMENT Planning Director Eric Lawrence appeared before the Board regarding his budget. He stated Minute Book Number 32. Board of Supervisors Budget Worksessiou of 01/31107 270 that his requests were consistent with past years. He noted that a major percentage of his budget was covered by development review fees. The new requests included a new vehicle, a large format scanner, furniture and fixtures, and ADP equipment. Supervisor Dove asked about the National Parks Service grant. Director Lawrence responded that it was a grant program where the County had to front part of the money, but it was a reimbursable line item. REFUSE COLLECTION Public Works Director Harvey E. Straw snyder, Jr. appeared before the Board regarding this budget. The major increases included: personnel to assist the refuse operator; deletion of the Greenwood site; professional services; contract services; and repair and maintenance. He noted that the majority of capital was for equipment replacement. Vice-Chairman Fisher asked if there would be an increase in Sunday hours to off-set the reduction of the Greenwood site. Director Strawsnyder responded no. Chairman Shickle stated that he hears three things from his constituents: Sunday hours at the landfill; Wednesday hours at the convenience sites; Closing the Greenwood site. He went on to say that many board members are interested in all three topics. Treasurer Orndoff asked if Director Strawsnyder had looked at owning the equipment for the convenience sites. Director Strawsnyder responded that he had looked at this scenario for the landfill, but they have not done it yet. He stated that he would rather stick with the private sector for manpower reasons. HANDLEY REGIONAL LIBRARY Trish Ridgeway appeared before the Board on behalf of the Handley Regional Library Board. She noted that her budget request to the County increased $69,940, but was cut by $20,000. She explained that the Board wanted to bring staffs salaries up to current levels and the overall budget increased 3.62%. She noted that more Frcderick County residents are utilizing the library. Aside Minute Book Number 32 Board of Supervisors Budget Worksession of 01131107 271 from state and local monies, other funding sources include fund raising and endowments; however, the money from endowments is restricted. She went on to say that the state aid picture is not looking good and the state's contribution is capped because of the amount Frederick County contributes. Supervisor Ewing stated that he was concerned that the $20,000 cut would result in the library not being able to meet phase II of the salary increase. Chairman Shickle asked ifregionaJization helped or hurt with regard to state funding. Ms. Ridgeway responded that it helped because they could get an additional two cents per capita. George Ludwig, Chairman of the Library Board, stated that he was impressed with the quality of the library's staff and that turnover was lower this year. Supervisor Van Osten asked the Library to get data on the impact of the $20,000 cut. Chairman Shickle asked that HR review similar county positions to see if they are comparable in duties and salary. OTHER BUDGET ITEMS The Board scheduled the next budget work session for Tuesday, February 13,2007 at 5:00 p.m. with the School Board. The Finance Committee was asked to attend. Supervisor Ewing stated that he wanted all of the departmental changes reviewed by Administrator Riley. Administrator Riley advised that the Board would receive revised budget sheets. ADJOURN UPON A MOTION BY SUPERVISOR EWING, SECONDED BY SUPERVISOR DOVE, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (12:20 P.M.) ... \) LQ Q ~ Richard C. Shickle Chairman, Board of Supervisors ~/l-, J . Hey, Jr. Clerk, Board of Supervisors Minutes Prepared By: (bLL E. ~dL J~E.~ Deputy Clerk, Board of Supervisors Minute Book Number 32 Board of Supervisors Budget Worksession of0113l!07