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HomeMy WebLinkAboutMarch 31, 1998 Work Session 596 A Worksession of the Frederick County Board of Supervisors and County Finance Committee was held on March 31, 1998, at 5:00 P.M. in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT: Chairman James L. Longerbeam; Vice Chairman Richard C. Shickle; W. Harrington Smith, Jr.; Charles W. Orndoff, Sr.; and Margaret B. Douglas. ABSENT: Robert M. Sager. STAFF: County Administrator John R. Riley, Jr.; Assistant County Administrator Lauren Carrier; Finance Director Cheryl Shimer; Budget Analyst Jennifer Place; Deputy Clerk Carol T. Bayliss. CITIZEN MEMBER: Nick Nerangis. The following Finance Committee Report was presented to the committee and Board. It was the consensus of the Board that this report be discussed and voted on at this time; therefore it would not be necessary to make this part ofthe Board agenda for the Board of Supervisors meeting on April 8, 1998: Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas the Finance Committee Report was presented, discussed and approved as noted by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Absent Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye Chairman Longerbeam asked Board members Charles Orndoff and Margaret Douglas if they had any questions or concerns about any items on the Finance Committee Report. Mr. Orndoff stated that number 7 and 8 will be coming back to the Board along with numbers 15 and 19. Finance Director Cheryl Shimer advised that number 8 had been approved. The Finance Committee met in the Board of Supervisors Meeting Room at 107 North Kent Street on Tuesday, March 31,1998 at 5:00 p.m. The following items were discussed and required board action: 1. The Data Processinl!: Director Reauests a General Fund Supplemental Appropriation in the Amount of $1,531.84 597 This amount represents funds received for data processing services and is requested to be placed in 1220-5401-000-000 Office Supplies. No additional local funds are needed. See attached memo, p. 1-3. The committee recommends approval. 2. The WinchesterIFrederick County Juvenile and Domestic Relations District Court Reauests a General Fund Supplemental Appropriation or Budl!:et Transfer in the Amount of$5,100 This amount represents half of the cost to purchase furnishings for the new JDR offices. The county has not received word from the City of Winchester on whether funding has been approved. See attached memo, p. 4-5. The committee recommends approval contingent upon the city funding their portion of the request. The FredericklWinchester General District Court Reauests a General Fund Supplemental Appropriation or Budl!:et Transfer in the Amount of $2.700 This amount represents half of the cost of needed furnishings and equipment. The city has approved $2,700 for half of the cost of the items requested. See attached memo and list, p. 6-8. The committee recommends approval. 3. The Sheriff Reauests a General Fund Supplemental Appropriation in the Amount of$I,418.30 This amount represents reimbursement by the Federal Agency for Organized Crime Drug Enforcement for overtime. It is requested to be placed in an overtime line item. No additional local funds are needed. See attached memo, p. 9. The committee recommends approval. 4. The Sheriff Reauests a General Fund Budl!:et Transfer in the Amount of $9.000 This amount is to be transferred from a personnel line item to two equipment line items. This grant transfer request has been approved by the Department of Criminal Justice Services. No additional local funds are needed. See attached memo, p. 10-12. The committee recommends approval. 5. The Public Works Director Reauests a General Fund Supplemental Appropriation in the Amount of $1.895.40 This amount represents reimbursement received to install street signs. It is requested that these funds be placed in 4102-3010-000-000 Other Contractual Services. No additional local funds are needed. See attached memo, pc 13-17. The committee recommends approval. 6. The Economic Development Director Reauests a General Fund Supplemental Appropriation in the Amount of $475.17 This amount represents a reimbursement of advertising expenses and is requested to be appropriated to 8102-3007-000-000 Advertising. No additional local funds are needed. See attached memo, p. 18. The committee recommends approval. 7. The Interim Fire and Rescue Director Reauests a General Fund Supplemental Appropriation in the Amount of $74,396 This amount is needed to implement a Career Advancement and Development Program for Fire and Rescue personnel. This plan has been approved by the Personnel Committee. Additional local funds are necessary. See attached memo, p. 19-30. The committee requested that the new Fire and Rescue Director review the program. The committee forwards this item to the board with no recommendation. 8. The Fire and Rescue Department Requests a General Fund Supplemental ,598 Appropriation in the Amount of$16.000 This amount is needed to cover start-up costs for four new hires. Additionallocal funds are necessary. See attached memo, p. 31. The committee recommends approval. 9. The Court Services Director ReQuests a Division of Court Services Supplemental Appropriation in the Amount of $1.590 This amount is needed to purchase supplies for drug testing. No additional local funds are needed. See attached memo, p. 32. The committee recommends approval. 10. The Rel!:ional Jail ReQuests a Rel!:ional Jail Fund Supplemental Appropriation in the Amount of$13.059 This amount is broken down as follows: 1) $3,900 is needed to replace the piping connecting the generator to the underground fuel storage tank; 2) $1,000 is needed to replace a section of the main hot water line that has ruptured; and 3) $8,159 is needed to replenish the Repair and Maintenance - Equipment line item due to the emergency purchase of a hot water heater. See attached memo, p. 33-34. The committee recommends approval. 11. The Countv Administrator Is ReQuestinl!: Authorization for a Cellular Telephone for the Assistant County Administrator No additional local funds are being requested. See attached memo, p. 35-36. The committee recommends approval. 12. The Parks and Recreation Director ReQuests the Approval of Two Cellular Phones for the Frederick County Public Schools Maintenance Proiect No additional local funds are being requested. See attached memo, p. 37. The committee recommends approval. 13. The Parks and Recreation Department ReQuests a General Fund Supplemental Appropriation in the Amount of $5.000 This amount represents grant monies received and is requested to be placed in line item 7104-5412-000-001 Educational and Recreational Supplies. No additional local funds are needed. See attached memo, p. 38. The committee recommends approval. 14. The Commissioner of the Reyenue Is ReQuestinl!: Authorization to Replace the Existinl!: Phone System in That Office Written quotes are being obtained at this time. See attached memo, p. 39. The committee requested that the county administrator look at the need for a new system to cover all county departments. The county administrator will discuss the findings with the commissioner of the revenue. This item has been tabled awaiting further information. 15. The Countv Administrator Is ReQuestinl!: That the Meals Per Diem for Out of Town Travel Be Increased to $45 The Per Diem amount is currently $30. See attached memo, p. 40. This item has been tabled awaiting additional information. 16. The Frederick County Treasurer. Frederick Countv Data Processinl!: Director and Shenandoah County Treasurer Would like Endorsement by the Board of Supervisors for the Reciprocal Al!:reement Concerninl!: a Disaster Recoverv Plan Between Frederick Couutv and Shenandoah County 599 See attached memo, p. 41-42. The committee endorses this plan. 17. The Assistant County Administrator Has Drafted an Internet Policy Concerninl!: Acceptable Use Guidelines for Frederick County This policy needs to be discussed and forwarded to the Board of Supervisors with a recommendation. See attached memo, p. 43-45. The committee endorses this policy. 18. The Finance Director Reviewed the Monthly Financial Reports for the General Fund. Landfill Fund and Rel!ional Jail Fund for the Month Endinl! Februarv 28. 1998 This item was placed at the end of the agenda for the convenience of staff attending the meeting. See attached memo, p. 46-53. 19. The Director of Social Services Reauests General Fund Budl!:et Transfers in the Amount of $41.257 These transfers are needed to cover expenses in various areas. See attached memo, p. 54-58. This item has been tabled awaiting further information. The following items were submitted for the boards information only: 1. Attached is an update on the contingency line item. See attached memo, p. 59. 2. Attached is information from the Assistant County Administrator regarding the Interim Vehicle Maintenance and Replacement Policy. See attached memo, p. 60-64. 3. Due to the FY 1998-99 budget process, discussion of the Fiscal Agent Policy has been postponed. The Fiscal Agent Policy will be included in the April Finance Committee Agenda. 4. Included is a FY 1998-99 budget package containing: the budget advertisement that appeared in the Winchester Star on March 11, 1998, p. 65-71. a budget summary of all General Fund departments, p. 72-77. a status of the donations included in the FY 1998-99 budget, p. 78. a list of the General Fund budget cuts, p. 79. a General Fund fixed asset list, p. 80-82. a list of General Fund supplemental requests which are not included in the budget, p. 83. The Finance Committee and Board of Supervisors reviewed the budget and made several changes for the budget resolution that goes to the Board of Supervisors on April 8, 1998. BOARD OF SUPERVISORS GIVE APPROVAL FOR THE COUNTY TO APPLY FOR $4.000 FROM THE STATE FOR BLUE MONT CONCERT SERIES. THIS WILL OBLIGATE THE COUNTY FOR MATCHING AMOUNT OF $4.000. THIS IS CONTINGENT UPON THE CITY OF WINCHESTER APPLYING FOR LIKE AMOUNT - OTHERWISE THE COUNTY WILL ONLY FUND A TOTAL OF $4.000 - APPROVED 600 Upon motion made by W. Harrington Smith, Jr. and seconded by Margaret B. Douglas the above request was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Absent Richard C. Shickle - Nay Charles W. Orndoff, Sr. - Nay COUNTY ADMINISTRATOR PRESENTS LIST OF PRIORITIES SHOULD CARRY FORW ARD FUNDS BE A V AILABLE AT YEAR END 1. - Refuse Collection - Fencing of the Back Creek Compactor Site. (Located in the community of Gainesboro. 2. - Improvements at Clearbrook and Sherando for pool surface complex upgrade and upgrade oflighting of ball fields at both complexes. MONIES TO BE SET ASIDE FOR LORD FAIRFAX COMMUNITY COLLEGE SHOULD GENERAL ASSEMBLY NOT PROVIDE REOUESTED FUNDING FOR BUDGET YEAR 1998-99 AND 1999-2000 COUNTY ADMINISTRATOR ADDRESSED COUNTY DONATIONS - IS THERE ANOTHER WAY THE BOARD WOULD LIKE TO HAVE THIS AREA OF THE BUDGET APPROACHED IN THE FUTURE Board Member Richard Shickle explained that he would do whatever necessary in order not to spend tax dollars for donations. He is adamant in his feelings that this should be left up to the taxpayer. He feels this should be handled through a contractual agreement with tax dollars being exchanged for services. Chairman Longerbeam agreed with Mr. Shickle as did Mr. Smith. It was the consensus of the Board to have Assistant County Administrator Lauren Carrier review all current contracts and determine which ones are contractual and report back to the Board. BOARD DISCUSSED INCREASING ANNUAL AMOUNT PAID TO VOLUNTEER FIRE DEPARTMENTS Chairman Longerbeam suggested that an additional $2500 be donated to each county fire department with the same amount going to each of the chase units. Upon motion made by Richard C. Shickle, seconded by W. Harrington Smith, Jr., the above suggestion was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Absent Richard C. Shickle - Aye 601 Charles W. Orndoff, Sr. - Aye BOARD APPROVES UPGRADE FOR TWO PARKS POSmONS IN ADDmON TO ONE NEW POSITION FOR AFTER SCHOOL PROGRAM WITHIN PARKS AND RECREATION DEPARTMENT Upon motion made by W. Harrington Smith, Jr., seconded by Margaret B. Douglas, the position request as noted above was approved by the following recorded vote: James L. Longerbeam - Aye W. Harrington Smith, Jr. - Aye Margaret B. Douglas - Aye Robert M. Sager - Absent Richard C. Shickle - Aye Charles W. Orndoff, Sr. - Aye UPON MOTION MADE BY CHARLES W. ORNDOFF, SR., SECONDED BY RICHARD C. SmCKLE, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS WORKSESSION IS HEREBY ADJOURNED. (TIME: 8:00 P.M.). -', / L/ John. Riley, Jr. Clerk, Board of Supervisors , Minutes Prepared By: P {} ... J_ T ,~. t ~, ~ ...J Carol T. Bayliss Deputy Clerk, Board of Supervisors