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January 18, 2006 Work Session 276 A Worksession of the Frederiek County Board of Supervisors was held on Wednesday, January 18, 2006, at 9:00 A.M., in the Board of Supervisors' Meeting Room, County Administrator's Office, 107 North Kent Street, Wine hester, Virginia. BOARD MEMBERS PRESENT Viee-Chairman Bill M. Ewing; Charles S. DeHaven, Jr.; Gary W. Dove; Gene E. Fisher; Philip A. Lemieux; and Barbara E. Van Osten. BOARD MEMBERS ABSENT Chairman Riehard C. Shiekle. OTHERS PRESENT Finanee Committee members Richie Wilkins; Gary Lofton; and Ron Hottle; Treasurer C. William Orndoff, Jr.; Commissioner of the Revenue Ellen Murphy; County Administrator John R. Riley, Jr.; Assistant County Administrator Kris C. Tierney; Deputy County Administrator Jay E. Tibbs; Finance Director Cheryl B. Shiffler; and Budget Analyst Jennifer Plaee. CALL TO ORDER Viee-Chairman Ewing called the meeting to order. County Administrator Riley advised that this meeting was the kiek-off FOR the FY 2007 budget. He reviewed the preliminary summary, whieh showed revenue growth of $10.8 million; however, not all ofthis revenue is available. He advised that $6 million would be used to pay baek fund balanee, whieh would leave $4 million available to fund the budget. He went on to say that the budget analysis was done with the funding for Soeial Serviees and the Sehools kept at present level because their budgets have not yet been received. The budget requests to date eontain an $8.7 million inerease over FY 2006. There are eurrently $2.8 million in eapital requests, which could be funded with reserves. Administrator Riley eited Parks and Recreation, Regional Jail, Public Works, Fire and Reseue, and the Sheriffs Department as those departments with requests approaching the $8.7 million. He advised that staff would like some direction from the Board regarding what of these requests are to move forward. HANDLEY REGIONAL LIBRARY Trish Ridgeway, Direetor of Handley Regional Library appeared before the Board and Finanee Committee seeking an increase in funding as a result of a reeently eondueted salary study. Minute Book Number 31 Board of Supervisors Budget Worksession of 01/18/06 277 She stated that she wanted to increase staff salaries. 37 people need to be brought up to minimum, but the Library Board was not looking at providing benefits. She advised that the County's contribution would increase due to the increased usage; howevcr, state aid for the County's contribution has been capped. Supervisor Van Osten asked what generated the State cap. Director Ridgeway responded that the State Code set the match amount at $150,000. If a locality's contribution was over that amount then fimding was capped. She advised that the amount was based on local funding and population. Treasurer Orndoff asked why state revenue was decreasing. Director Ridgcway responded that it was in the formula. The Board thanked Director Ridgeway for coming. SHERIFF'S DEPARTMENT Sheriff Robert T. Williamson appeared before the Board regarding his department's budget. He advised that hc was rcquesting 16 additional positions, which would include: 9 Patrol Deputies 3 Traffic Enforcement 2 Criminal Investigators 1 Office Assistant I Crime Prevention Training Officer 1 Crime Analyst Position (half year salary) Along with thc positions were all ofthe necessary equipment and 15 patrol vehicles. These requests amounted to 60% ofthe increase in his department's budget. Sheriff Williamson went on to say that as the community grows so too do the calls for service, with a majority of those requiring two officers to respond. He concluded by saying that he had prepared his budget with attention to maintaining the level of service currently provided. Supervisor Van Osten asked how the number of vchiclcs requested correlated with the number of new positions. Sheriff Williamson responded that 15 vehicles were for the new positions and 20 vehiclcs were replacement vehicles. Minute Book Number 31 Board of Supervisors Budget Worksession of 01118/06 278 Treasurer Orndoff asked how many new positions would be funded by the Compensation Board. Sheriff Williamson responded none, but that was subject to change based on population. He said he would anticipate receiving one new position being funded, based on population. Supervisor Van Osten asked i fthere would be any money coming for the proposed crime lab. Sheriff Williamson responded no. Vice-Chairman Ewing asked Sheriff Williamson where he would anticipate making cuts, if needed. Sheriff Williamson responded probably operating cxpcnscs (e.g. part-time overtime or reduction in part-time staff), but not additional personnel. Vice-Chairman Ewing stated that 29% was a big increase. Sheriff Williamson stated the increase would not have been so big, ifhis budget had been funded in the past. Administrator Riley advised that the Board has previously funded the Sheriffs Department with new vehicle and personnel requests. lIe concluded by informing the Board that one option available to them, and used previously, is to hold all personnel requests until July 1st to review and see what additional revenue might be available. FIRE & RESCUE Fire and Rescue Director Gary DuBrueler appeared before the Board to present his department's proposed budget. He began by reviewing his department's mission statement and advising that public safety was an important function of local government. He then reviewed the department's needs: I Training Staff Position I Part-time Public Education Specialist 2 Assistant Fire Marshals I GIS Technician 6 Firefighter/EMT's - Company 13 (Requested by the company.) 3 Firefighter/EMT's - Company 15 (Requested by the company.) 2 Firefightcr/EMT's - Company 11 (Requested by the company.) Minute Book Number 31 Board of Supervisors Budget Worksession of 01118/06 279 3 Firefighter/EMT's - relief positions (Requested by the companies.) 1 Secretary I - Operations 1 Oflice Assistant II - Receptionist 1 Resource Management Position 1 Health & Safety Oflicer The department's capital needs total $355,889, which includes two replacement vehicles, ADP equipment to create a wireless network, and equipmcnt for the new positions. He concluded by saying this budget was an increase of 22% over last year. Finance Committee member Gary Lofton asked ifthe GIS technician would be in a separate department. Director DuBrueler responded that the technician would work out of the Fire & Rescue Department, but would also work with the Department of Public Safety Communications. Supervisor Van Osten asked if the communications equipment being requested was that which had been part of ongoing discussions. Director DuBrueler responded no, as this was all new equipment. Supervisor Dove asked if the Volunteer Association signed off on the position requests. Director DuBrueler advised that the Association has signed off on thc station personnel, but not the office personnel. Supervisor Dove asked how many fire marshals were currently in the department. Director DuBrueler rcsponded four, but he was asking for two more. Supervisor Dove asked how much revenue the County could expect to receive, if it were to enact fce for service. Director DuBrueler responded that he did not have a good figure, but it looked to be between $900,000 to $1.2 million. Supervisor Dove statcd that might be an avenue to pursue. Commissioner Murphy asked ifthere was any way to project that the equipment purchased would work with the Federally mandated system in 2013. Dircctor DuBrueler stated that it would be a matter of a software change in order to meet the mandate requirements. Minute Book Number 31 Board of Supervisors Budget Worksessiou of 01118/06 '280 Treasurer Orndoff asked about the overtime issue. Director DuBrueler responded that the requcstcd station personnel were to reduce overtime and the three relief personnel would help it not to increase. Treasurer Orndoff asked about the purchasing agent and whether this position would only purchase for the department or for the department and fire companies. Director DuBrueler responded that this position would handle all purchasing. Supervisor Fisher stated that he would like a better explanation regarding overtime. He also stated that additional staff would not reducing overtime. Director DuBrueler stated that there has been some reduction in overtime this year, but not a lot. Administrator Riley stated that ovcrtime was running about $38,000 less this year than last year. Vice-Chairman Ewing asked Director DuBrueler where he would anticipate making cuts, if needed. Director DuBrueler responded that stafling was needcd to maintain response capabilities and there was rcally no where he could cut and be comfortable with it. He went on to say that if the field personnel were cut then oflice personnel could be cut. He stated that he could not cut oflice personnel and hire more field personnel because that would be too diflicult to manage. He advised radio equipment was another area that could be cut, if necessary. Treasurer Orndoff asked how many employees were in the Fire & Rescue Department. Director DuBrueler responded 77. NORTHWESTERN REGIONAL ADULT DETENTION CENTER Superintendent Fred Hildebrand appeared before the Board regarding his department's budget. He advised that inmate hcalth care costs had been reduced and the cost of housing inmates in other facilities has also been eliminated following completion of the new addition. He then reviewed his department's needs: 22 New Compensation Board positions. 1 Nurse I Cook Supervisor Minute Book Number 31 Board of Supervisors Budget Worksession of 01/18/06 281 I Account Clerk/Procurement Specialist The budget also ineludes: Roof and plumbing upgrade for the old work release center. 1.5% retirement and COLA/merit increase. First year bond mandated operating reserve. (45 days of operating revenue.) Increase in revenue associated with new state programs. Superintendent Hildebrand advised that Frederick County's contribution was 33% or $2,181,830, which is an increase of approximately $313,000. Treasurer Orndoff asked how many of the 159 employees were Compensation Board positions. Superintendent Hildebrand responded that 30 positions were not Compo Board funded. PARKS & RECREATION DEPARTMENT Director Jim Doran appeared before the Board to present his department's budget. He advised that the proposed increases were due to increases for existing employees, supplies, and repairs to the County's pools. He advised that the operating budget received a return of $0.48 on budget dollars spent. These revenues cover expenses in the recreation division with the exception of full-time salaries and benefits. He advised that there would be sufficient revenue to cover the ten positions he was requesting. The capital requests included: new laser printer, replacement PC's, and 2 refrigerators, dishwasher, microwave, and table and chairs for the 11 th elementary school to name a few. Supervisor Van Osten asked about co-location of storage at the school's warehouse. Director Doran advised that the facility was utilized some, but it was too far away from the Department's programs; therefore, they were proposing storage sheds at Clearbrook and Sherando Parks. DEPARTMENT OF PUBLIC WORKS Public Works Director Harvey E. Strawsnyder appeared before the Board regarding his departments' budgets. He advised that he was requesting the following positions in his proposed FY 2007 budget: - 3 Inspections Minute Book Number 31 Board of Supervisors Budget Worksession of 01118/06 282 2 Engineering I Animal Shelter 4 Landfill (l driver and 3 attendants) Supervisor Dove asked if the Inspections Department would still have $100,000 above what was requested, even with the hiring of 3 positions. Director Strawsnyder responded yes and that he still had one vacant inspector position from this year's budget. Finance Committee member Lofton asked why the Landfill's proposed revenues were less than the proposed expenditures. Director Strawsnyder responded that there were capital projects going on this year and next year; however, the retained earnings were more than sufficient cover those costs. Treasurer Orndoff asked if Director Strawsnyder could foresee any leveling out of the need for inspectors. Director Strawsnyder advised that it was not his intent to add positions. BOARD DIRECTION Administrator Riley advised that staff would like direction from the Board. He stated that scenarios could be prepared to show the impact on the tax rate or funding with no impact on the tax rate. Ifthere were positions the Board liked thcn staff could have the justifications, etc. referred to the Personnel Committee. Supervisor Van Osten asked Administrator Riley to discuss the use offund balance. Administrator Riley advised that in the past the Board has used fund balance for one-timc non-rccurring expenses; however, it could be used for ongoing expenses ifthe Board sees fit to do so. Finance Director Shiffler advised that fund balance was currcntly $16 million, but could be around $19 million once the bond proceeds are refunded for construction of the new animal shelter. Vice-Chairman Ewing stated that the revenue side of the budget looked reasonable. The capital side needed to be looked at and he was not sold on all of the new positions in the budget. He would like to consider those after July 1 st. He coneludcd by saying that he would like to see the budget go through without a tax increase, but knowing that fund balance would have to be used. Minute Book Number 31 Board of Supervisors Budget Worksession of 01/18/06 283 finance Director Shiffler will prepare five scenarios showing the levels that could be reached with revenue and fund balance. Supervisor Dove echoed Vice-Chairman Ewing's comments regarding no tax increase. Supervisor Van Osten stated that she would like to see a scenario showing a low end tax lllcrease. Supervisor fisher stated that the new positions in Parks and Recreation and Public Works were acceptable. The Board consensus was to allow positions to move forward ifthere was revenue associated with them. Administrator Riley reminded the Board that they had a fiduciary responsibility for public safety. Treasurer Orndoff asked about the status of fee for service discussions. Administrator Riley stated that he would have the Public Safety Committee being the dialogue and look at how it would get started. Vice-Chairman Ewing stated that he would like to see the Board not cut Shenandoah Area Agency on Aging's request for a $2,600 increase. The Board will meet again on february 1,2006 at 8:30 a.m. to review scenarios. There being no further business, the meeting was adjourned at 11 :30 A.M. ~~ JO&lf.1t' Clerk, Board of Supervisors Richard C. Shickle Chairman, Board of Supervisors Minutes Prepared By: ~:::JotJ, f: '-f. it Jay E Ti s Deputy Clerk, Board of Supervisors Minute Book Number 31 Board of Supervisors Budget Worksession of 01/18/06