April 3 2013 Minutes of Budget Work Session with Finance Com321
A Joint Budget Work Session of the Frederick County Finance Committee and Board of
Supervisors was held on Wednesday, April 3, 2013 at 12:00 P.M., in the Board of Supervisors'
Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia.
PRESENT
Chairman Richard C. Shickle; Charles S. DeHaven, Jr.; Bill M. Ewing;
Christopher E. Collins; Gene E. Fisher; Robert A. Hess; and Gary A. Lofton.
OTHERS PRESENT
Finance Committee member Judy McCann - Slaughter; John R. Riley, Jr., County
Administrator; Kris C. Tierney, Assistant County Administrator; Jay E. Tibbs, Deputy County
Administrator; Cheryl B. Shiffler, Finance Director; Jennifer Place, Budget Analyst;
Rod Williams, County Attorney; and Ellen Murphy, Commissioner of the Revenue.
CALL TO ORDER
Vice- Chairman Ewing called the work session to order.
Administrator Riley advised staff had provided information concerning outside agency
funding requests. He noted there were two types of outside agencies, discretionary and non-
discretionary. He concluded by saying he would be happy to answer any questions.
Supervisor Lofton stated outside agency funding has been his focus for a number of
years. He went on to say he would like to make some recommendations because he is not sure
why the County continues to fund some of these programs. He advised that he would like to find
out more about some of them. He particularly cited decreased contributions to Lord Fairfax
Community College. He noted part of these funds went to provide scholarships to Frederick
County students; however, the reduction in funding resulted in a reduced number of county
scholarships.
Administrator Riley stated that staff would listen to whatever the Board wanted to do.
Vice - Chairman Ewing noted he shared many of the same concerns. He went on to say he
had a couple of funding requests that were still under study, particularly the Discovery Museum.
He went on to say there were some contributions the County should look at phasing out.
Supervisor Lofton stated he would like to understand the affect this year.
Vice - Chairman Ewing responded that he was okay doing whatever the Board wanted to
do this year or wait until next year.
Minute Book Number 38
Board of Supervisors Budget Work Session with
Finance Committee on 04/03/13
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Supervisor Lofton responded that he would like to have information regarding increases
and decreases in particular areas.
Chairman Shickle stated that his interpretation would be to hold the budget as is, but not
disburse funds until later.
Supervisor Hess noted it was easier to start funding an organization rather than stop
funding.
Supervisor Collins asked about The Laurel Center.
Administrator Riley noted the new request was a capital donation as part of the new
construction project.
Supervisor Lofton asked how the process would work to recommend increases or
decreases in funding.
Chairman Shickle suggested letting the Finance Committee handle it and make a
recommendation to the entire board.
Vice - Chairman Ewing suggested putting youth football and Youth Development Center
under the Parks and Recreation budget.
Administrator Riley noted those were typical outside agencies that provided services the
County does not have to provide, but agreed it was probably right that they be placed under a
department for oversight.
Supervisor Fisher stated his concern was that the agencies funded were doing good work.
He asked if there were agencies providing services that the public sector would have to provide if
that group did not. He concluded by asking if there was any accountability besides the audit
reports.
Chairman Shickle responded that several years ago the County had contracts with certain
groups, which outlined the responsibilities and expectations.
Vice - Chairman Ewing advised he had no problem approving the budget as proposed, as
long as no funding was disbursed until the Board has had a chance to look at the requests.
Supervisor DeHaven asked if the discussions continued at the Finance Committee, could
staff redistribute the lists of agencies, etc.
Finance Director Shiffler advised the outside agency requests would be part of the
Finance Committee agenda.
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Board of Supervisors Budget Work Session with
Finance Committee on 04/03/13
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Supervisor Lofton stated he would like to get copies of any contracts between the County
and outside agencies (e.g. Our Health, Youth Development Center, Discovery Museum, etc.).
Administrator Riley advised staff would have the budget resolution at Tuesday evening's
meeting for adoption.
Vice - Chairman Ewing asked if revenue recovery would be part of this year's budget.
Administrator Riley responded the County would be hiring a billing clerk in the Fire &
Rescue Department and we would work under the City's contract with Valley Health regarding
billing. He went on to say when the program goes online, staff would provide quarterly reports
on revenue received, but not distributed. He concluded by saying he was not sure if there would
be an appropriation out of that fund during the fiscal year.
Supervisor DeHaven stated, with regard to the outside agencies, the Board needs to make
sure it is not misleading agencies while reviewing their funding.
Finance Director Shiffler responded she would hold the funding letters until after the
Finance Committee discusses outside agency funding in April.
Vice - Chairman Ewing asked if there was an operational contingency fund.
Finance Director Shiffler responded that line item was a holding place for funds until it
can be determined which remaining departmental requests will be funded.
Vice - Chairman Ewing asked what staff had in mind in the way of a salary increase.
Administrator Riley responded staff was looking at an average 3.5% merit increase for
employees. The raises would take effect October 1, 2013. Funds would be allocated per
department.
Administrator Riley concluded by saying this budget would be funded with a total of $4.3
million from fund balance.
There being no further business, the work session was adjourned at 12:42 P.M.
Richard C. Shickle
Chairman, Board of Supervisors
iFihijkt Rik y, Jr.
erk, Board of Supervisors
Minutes Prepared By:
Jay bs
Deputy Clerk, Board of Supervisors
Minute Book Number 38
Board of Supervisors Budget Work Session with
Finance Committee on 04/03/13