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February 17, 2000 Work Session 436 A Worksession of the Frederick County Board of Supervisors and County Finance Committee was held on February 17, 2000, at 2:00 P.M., in the First Floor Conference Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice Chairman Charles W. Orndoff, Sr.; W. Harrington Smith, Jr.; Robert M. Sager; Margaret B. Douglas; and Sidney A. Reyes. Finance Committee: Don Butler; Ron Hottle; Treasurer C. W. Orndoff, Jr.; Commissioner of the Revenue Ellen Murphy. Staff: County Administrator John R. Riley, Jr.; Finance Director Cheryl B. Shiffler; Budget Analyst Jennifer Place; Assistant County Administrator Lauren Carrier; Fire & Rescue Director Gary DuBrueler; Deputy Clerk Carol T. Bayliss. Committee Chairman W. Harrington Smith, Jr. called theworksession to order and presented the agenda. County Administrator Riley presented his proposed General Fund cuts which were detailed, by department, in a handout presented to those in attendance. In the information presented by Mr. Riley the amounts remaining in the budget, along with scenarios on funding the proposed budget, were also included. He explained there could be some additional cuts, but if this did occur, supplemental appropriations could be numerous, and he would discourage left over funds at year end. Mr. Riley asked the Board if they were comfortable with the cuts, and if this is where they expected the proposed budget to be. Mr. Riley referred to a memo from Director of Fire and Rescue Gary DuBrueler requesting additional staffing which was being presented to the Board for their review and recommendation at this time. Chairman Smith asked Mr. Riley ifhe had gone over the reductions with department heads. Mr. Riley explained that he had. Chairman Shickle asked if the proposed county courthouse renovations were in or out of this budget. Mr. Riley replied in. Board of Supervisors Meeting of 02/17/00 Budget Worksession Minute Book No. 26 437 Chairman Shickle asked about Dept. Code #3506 Public Safety and why the additional $9,000 for postage and telephone. Ms. Shiffler replied that it was under budgeted for the current year. Supervisor Reyes inquired about Dept. Code # 3202 Volunteer Fire Departments and the cut III Illsurance premmms. Ms. Shiffler explained that was the amount noted on the first hand out. Mr. Riley explained that it was due to premium expense. Fire & Rescue Director Gary DuBrueler further explained that this is for workmen's comp insurance, and that this amount has come down from previous years. Treasurer C. W. Orndoff, Jr. explained his request for a new position, Senior Cashier within his department under Dept. Code # 1213. He stated that he had a 7 % increase in decal sales for this current year and the Compensation Board has given him three additional positions; however he is requesting that only one be filled. One of his cashier positions will soon be vacated, and with this additional cashier position being added, he plans to make some changes within his current staff. Mr. Riley explained this will be done internally; therefore, a vote will not be necessary for this action. Commissioner of the Revenue Ellen Murphy Dept., Code #1209, requested to have her original request of an additional position filled. The salary for this position would be approximately $28,000. Chairman Shickle asked if Comp Board funding would be available for this position. Mrs. Murphy replied no. Mr. Riley advised the Board that contracting has been discussed with Mrs. Murphy as a means of giving her office additional help during peak times. Chairman Shickle advised that he felt this request was a little too early and that this position needs to wait for a while. Mr. Riley asked, if perhaps, these position requests should wait until after the public hearing on the budget. Supervisor Smith asked ifthese requests, could be put on a list and provided to the Board as well as the Finance Committee. Board of Supervisors Meeting of 02/17/00 Budget Worksession Minute Book No. 26 438 Mr. Riley asked the Board how they wanted staff to advertise the budget. Chairman Shickle asked Mr. Riley to explain the two Scenario's, # 1 with a five-cent tax increase and #2 with a nine cent tax increase. Supervisor Sager addressed the area of reassessment and how the figures were playing out at this time. Does it appear there will be much of an increase. Mr. Riley replied that it is not clear at this time. He explained that a roll back could be -- looked at next year to off set tax increase as an option, but does not know that this would happen. Mf. Riley explained that depending on what the General Assembly does or doesn't do for the teachers, could bring about budget changes. He further explained these figures are not reflected in what has been presented to the Board. This information will not be known until the General Assembly adjourns in March. Mrs. Murphy explained that the General Assembly could change the meals tax from what it currently is, and this would go into affect on July 1, 2000. Chairman Shickle stated that he is sorry the figure is not 4 or 4 12 cents, but he doesn't see how it can be any less than 5 cents. Mf. Riley advised that $2 million will be taken from Fund Balance using the 5 cent increase in real estate tax to balance this budget. --- Chairman Shickle addressed the windfall from the state lottery. Supervisor Orndoff asked Chairman Shickle if the increase for the school is $8.1 million. Ms. Shiffler explained about the matching funds and what the figures appear to be at this time. Chairman Shickle stated that he felt County Administrator Riley had done all he could do in trying to balance the budget without a tax increase. Supervisor Smith explained that he does not want to see the county go below $10 million on Fund Balance. Mrs. Murphy explained that should the economy take a downturn this will affect personal property, and in turn affect the county as this personal property tax revenue changes much faster than real estate. Supervisor Smith expressed concern about the 10% and Reserve Fund Balance. This is for Board of Supervisors Meeting of 02/17/00 Budget Worksession Minute Book No. 26 439 this year, and the economy is doing very well; however, that could change for next year, and if that happens then where will that leave Fund Balance. Treasurer William Orndoff inquired about figures from previous meeting and the school board budget. He asked what would have to be cut within this budget that would be of significant dollar amount that would make a difference in the total request. Superintendent of Schools Dr. William Dean explained the funding that was expected from the State and Federal Government and included the local amount, but was not quite sure where Mr. Orndoff was coming from. Chairman Shickle asked County Administrator Riley to go over the school board figures. Dr. Dean explained what would not be funded if the funding was anything below $4.9 million. Supervisor Shickle asked Dr. Dean if he were given $5 million total for operating, would school board reconsider and reprioritize. Dr. Dean replied that they would look at juggling only the $2 million from local sources. Supervisor Orndoff asked ifthe $1. 7 million is in addition to the $4.9 million. County Administrator Riley replied that was correct, and further explained how this figure was determined. School Finance Director Lisa Frye asked those present to look on page 25 of the budget in order that she might better explain these figures. Chairman Shickle advised the Board what they could be looking at next year as far as a tax increase, given what is proposed for this year. Chairman Shick1e moved with Supervisor Sager seconding the motion to accept Scenario I - Five cent tax increase to include the following: Proposed General Fund Revenue Additional Revenue - Five cent RlE tax increase Proposed Fund Balance Funding $ 69,667,857 1,375,000 862.1 84 $ 71,905,041 Proposed General Fund Expenditures Proposed cuts by Co. Administrator Unbudgeted Funds $72,920,473 (3.586.125) ($69.334348) $ 2,570,693 Windfall on June 2000 tax collections $687,500 Dialogue continued back and forth with the Finance Director and other members as to what Board of Supervisors Meeting of 02/17/00 Budget Worksession Minute Book No. 26 440 funding the school could expect in the proposed FY 2001 budget. The additional local dollars for school operating and debt was discussed and agreed upon to be advertised at a total increase from local funding in the amount of $4,695,479. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye FIRE AND RESCUE DEPARTMENT PERSONNEL PRIORITIZATION FOR FY 2001 DISCUSSED FURTHER Department Director Gary DuBrueler explained that the Fire Marshal position is critical. If someone calls in sick there is no one to fill that position. Chairman Shickle asked if the service being provided is off set by fees. Mr. DuBrueler explained that fire protection service is not off set by any type of fees. Supervisor Orndoff asked which department was providing the service, Fire and Rescue or Inspections. Mr. DuBrueler replied that his department does. Following additional discussion the Board directed that the charging of fees, for services provided by Fire and Rescue, needs to be looked into and a comparison made as to what other localities do. NORTHWESTERN COMMUNITY SERVICES ASKED BOARD TO RECONSIDER THEIR ORIGINAL BUDGET REOUEST FOR FY 2000 - DENIED County Administrator Riley explained based on the letter dated February 16 from Executive Director David M. Ziegler, he is asking the Board to fully fund Northwestern's original request of $125,876. County Administrator Riley advised the Board that in looking at other service area requests the county has tried to keep funding at present level. Upon motion made by Supervisor Sager, seconded by Supervisor Shickle, the above request of Northwestern Community Services was denied by the following recorded vote: Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye W. Harrington Smith, Jr. - Aye Board of Supervisors Meeting of 02/17/00 Budget Worksession Minute Book No. 26 441 Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye The public hearing on the 2000 - 2001 Budget is scheduled for March 22, 2000 at 7:15 P.M. County Administrator Riley thanked the Finance Staff and Finance Committee for all their assistance in putting together the necessary information in a format that made it easy for everyone to follow and understand. ~~ Richard C. Shickle Chairman, Board of Supervisors J$]~i- Clerk, Board of Supervisors Minutes Prepared By: rcudd _-T"~? i~~.) Carol T. Bayliss 4 Deputy Clerk, Board of Supervisors Board of Supervisors Meeting of 02/17/00 Budget Worksession Minute Book No. 26