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HomeMy WebLinkAboutJanuary 26, 2005 Budget Work Session 296 " A Worksession of the Frederick County Board of Supervisors was held on Wednesday, January 26, 2005, at 8:00 A.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. BOARD MEMBERS PRESENT Chairman Richard C. Shick1e; Vice-Chairman Gary W. Dove; Bill M. Ewing; Gene E. Fisher; Gina A. Forrester; Lynda J. Tyler; Barbara E. Van Osten. FINANCE COMMITTEE MEMBERS PRESENT Richie Wilkins; Ron Hottle; and Gary Lofton. STAFF PRESENT Administrator John R. Rilcy, Jr.; Assistant Administrator Kris C. Tierney; Treasurer C. William Orndoff, Jr.; Commissioner of the Revenue Ellen Murphy; Deputy Clerk Jay E. Tibbs; Finance Director Cheryl B. Shiffler; and Budget Analyst Jennifer Place. CALL TO ORDER Chairman Shickle called the budget work session to order. Administrator Riley reviewed the order of presentations for the morning and advised that he had a report from the Joint Finance Committee for the Board information. (Richie Wilkins arrived. 8:05 a.m.) FREDERICK COUNTY ECONOMIC DEVELOPMENT COMMISSION Director Patrick Barker appeared before the Board on behalf ofthis department's budget. He advised that his department was rcqucsting a 55% increase or $187,000 additional from the County for FY 2006, with approximately 60% of this increase going towards stratcgic projects. Director Barker stated that the Economic Development Commission was a justified investment because it creates a positive cash flow for the County by generating revenue that pays for services which then hclps kecp taxes low. (Supervisor Van Osten arrived.) Director Barker went on to say that Frederick County was beginning to show symptoms of becoming a bedroom community and his agency was trying to bring in businesses that would allow people to work and live in this community. He advised that no salary or personnel increases were proposed in this budget. Minute Book Number 30 Board of Supervisors Budget Worksession with Finance Committee on 01/26/05 297 Chairman Shickle asked Director Barker what his agency did with non-salary monies. Director Barker responded that approximately 60% goes to assisting the existing business base, the small business development center, and the business incubator. Supervisor Van Osten asked if any of the requested increase would go to help existing businesses. Director Barker responded that more than halfwould go to existing businesses in an effort to assist with and attract possible expansions. Chairman Shiekle asked about the air quality and economic impact studies. Director Barker advised that they were not ineluded in this budgct. Supervisor Tylcr advised that she would like to see the Commission's departmental goals. Director Barker responded that he would provide that. Chainllan Shickle Shickle stated that hc would like to have more comfort with the way the Commission's money is spent. Commissioncr Murphy stated that she would like to see examples of funds 3002- professional services and 5600 - contributions. GEOGRAPHIC INFORMATION SYSTEMS GIS Manager Marcus LeMasters appeared before the Board on behalf of his department's budget. He advised that his department's rcason for being was to provide a wide array of mapping information and services to other County, State, and Federal agencies. His department generated $18,000 in revenue last year and currently has three employees (Manager, Analyst/Programmer, and Technician). Manager LeMasters briefly reviewed his department's work load. He advised that a lot of information is sent over the Internet. He informed the Board that his department is charged with naming roads and numbering structures. He stated that 244 roads have been named and 696 new structures have been numbered since July 2004. Manager LeMasters informed the Board that this is the third year his department has been in existence. He went on to say that they have a contract with FEMA to update the county's flood maps. Manager LeMasters reviewed his proposed budget. He requested two additional positions: GIS Analyst and Secretary I, which would fill out the staffing requirements outlined in the Department's development plan. He requested $60,000 for professional/ortho photography to update aerial maps. Manager LeMasters advised that he tried to Minute Book Number 30 Board of Supervisors Budget Worksession with Finance Committee on 01/26/05 298 utilize the State for this service, but found that their resolution, etc. is not as good as what the County currently has. He infornled the Board that it would be his request that this photography be updated every four years. He went on to say that he had requested a vehicle to be used for enforcement, but has since arranged with the Planning Director to use their vehicle; therefore, that request has been withdrawn. He concluded by saying that he was requesting an increase of $138,841 over last year. Supervisor Dove asked Manager LeMasters how many employees he anticipated needing in 10 years. Manager LeMasters responded five. Supervisor Dove asked about the increase in retirement. Manager LeMasters responded that the increase was due to the new positions. Treasurer Orndoff asked about the availability of the mapping data. Manager LeMasters responded that it was available internally to anyone who was connected to the County network. Administrator Riley informed the Board that he had approved the secretary I position and furniture, but eliminated the vehicle. COMMISSIONER OF THE REVENUE Commissioner Ellen Murphy appeared before the Board on behalf of her department's budget. She began by briefly reviewing the current positions in her department. She then reviewed the growth impact on Real Estate, Business Licensing, and Personal Property Tax. She advised that real estate transfers have increased three fold. Commissioner Murphy reviewed her capital requests, which included a new vehicle ($23,000), furniture & fixtures ($500), and ADP Equipment ($25,610). She explained that the ADP Equipment included field computers for real estate, three personal computers for three employees who do not have computers, and document imaging equipment. She advised that she has asked for the document imaging equipment on a number of occasions, but if anything had to be cut then she would advise to cut that before the new vehicle. She explained that a significant increase in this year's budget was the cost of the Reams document imaging system. Chairman Shickle asked about in-house versus outside reassessments. Minute Book Number 30 Board of Supervisors Budget Worksession with Finance Committee on 01126/05 299 Commissioner Murphy responded that she had submitted information for a four year re- assessment, but adviscd that it could be done more frequently. Administrator Riley advised that should be an item for the Finance Committee to begin considering. Supervisor Van Osten asked about the annual costs associated with the Reams document imaging system. Commissioner Murphy responded that annual maintenance and support was $5,923.00. Administrator Riley advised that he did not cut the budget, with the exception of the capital and fixed asset expenditures. Commissioner Murphy reiterated her need for a vehicle and the in-house personal computers. Administrator Riley advised that staff would work with the departments to develop a priority list for capital items. Supervisor Dove asked if any thought had been given to allowing the Commissioner's office to use the retired sheriffs vehicles. Commissioner Murphy responded that her department needed a vehicle with four-wheel drive because ofthe areas in which they travel. TREASURER'S OFFICE Treasurcr C. William Orndoff appeared before the Board on behalf of his department. He reviewed staffing numbers. He then reviewed the items that decreased from last year. These included website development, DMV- VRW, advertising, and Data Processing Service. Increases included postage and telephone, professional services, and office supplies. Office supplies was proposed at $37,000 with $20,700 of that being the costs associated with the County's vehicle decals. Sources of Revenue for the Treasurer's Office include Compensation Board ($171,100), ADTR and DMV fee ($25,000), and local contribution ($787,952). Treasurer Orndoff concluded by saying that he is trying to expand the capabilities of his website and that on-line payments has made his department a 24/7 operation. Chairman Shickle asked if any thought had been given to off-site or satellite offices. Treasurer Orndoff responded no and that issue was low on the radar; however, he might look at something in the new public safety building, ifthere is space available. Minute Book Number 30 Board of Supervisors Budget Worksession with Finance Committee on 01126/05 300 ELECTORAL BOARD Linda Hyre, Secretary for the Frederick County Electoral Board, appeared before the Board on behalf of her agency's budget. She introduced the other members of the Electoral Board, Chairman Bob Howard and Rick Miller. She informed the Board that there was a decrease over last year as a result of purchasing the DRE voting machines. She advised that they requested additional money in order to meet state mandates and to put more officers in the polling places. Supervisor Dove asked how long the new voting machines would last. Secretary Hyre responded that they should meet the County's growth needs for the next five years. VOTER REGISTRAR Acting Voter Registrar Julie Barr appeared before the Board on behalf of her department's budget. She reviewed her department's responsibilities. She then reviewed the increases in her proposed budget: A new full-time position classified as Assistant Registrar. Salary would be $27 ,056 plus fringes. A new paper shredder. Two new computers capable of running the new voter registration software required by the State Electoral Board. VIRGINIA COOPERATIVE EXTENSION Administrative Assistant Donna Veach appeared before the Board to present this department's budget. Assistant Veach explained that Extension was a satellite service of Virginia Tech with a focus on three areas of education: Agriculture, Family, and Youth. The Frederick County office is staffed by six employees. Two of these positions are support staff and are funded 100% by the County. She went on to say that this office works primarily with 4-H. Assistant Veach reviewed the proposed increases in the department's budget: $80 increase in postage and telephone for a total of $2,400. $200 increase in office supplies for a total of $2,900. $25 increase in books and subscriptions for a total of $525. $300 increase in travel for a total of $4,250. $100 increase in dues and memberships for a total of$550. Minute Book Number 30 Board of Supervisors Budget \Vorksession with Finance Committee on 01/26/05 301 Chairman Shickle stated that he liked to support agriculture and liked the work Extension once did; however, it appears that the State and Virginia Tech are getting out of this business. He felt the Board should look at the services being provided by Extension and whether they were adequately addressing the agricultural needs of the County. Supervisor Van Osten agreed and stated that the Rural Areas study and the subsequent recommendations for agriculture show this is an important topie to address. JOINT FINANCE COMMITTEE REPORT Administrator Riley reported that the Joint Finance Committee met last week and discussed several topics. With regard to the Winchester-Frederick County Convention and Visitors Bureau, there was no eonclusive dialogue regarding their budget. The City raised some questions that would required additional research. The Committee made no recommendation. With regard to the Joint Judicial Center, the HV AC units need to be replaced at an estimated cost of$l ,050,000. These costs would be shared equally and amortized over 20 years. An estimate for maintenance costs would be forthcoming in the future. With regard to Fire and Rescue, the Committee discussed creating an urban fire district, which would generate shared revenue based on additional taxes. It was noted that following the boundary ofthe urban development area would create unique challenges, so if the County decided to go down this road the district should be created as county-wide. Chairman Shickle noted that a county-wide assessment would be defeated. Treasurer Orndoff advised that the first step should be to discuss obtaining reimbursements from insurance companies before pursuing a fire district. The Board discussed a fee for service and a fire district tax. Some of the Board members favored the fee for service over an additional tax. Administrator Riley advised that the City of Winchester, and the Counties of Warren, Clarke, and Shenandoah were working on a fee for service proposal. He stated that "we would be the hole in the doughnut." Chairman Shickle felt this issue should be sent to the Finance Committee for discussion. Supervisor Van Osten stated that she would like to get more information on the service district. Minute Book Number 30 Board of Supervisors Budget Worksession with Finance Committcc on 01/26/05 302 Chairman Shickle advised that he heard a rough majority of the Board who preferred the fee for service over the tax district. Administrator Riley responded that he would put fee for service on the next Finance Committee agenda. Administrator Riley concluded his report by saying that the Joint Finance Committee suggested that a staff person be hired to work with and coordinate the City/County Consolidation Committee. He and City Manager Daley would come up with a solution for this issue. The Board then discussed some of the outstanding issues relative to the budget process. Chairman Shickle stated that the county-wide overtime issue needs to be addressed. He also requested staff provide the Board with additional budget scenarios. With regard to capital requests, Administrator Riley advised that he would work with departments to prioritize capital expenditures based on the scenario A. Chairman Shickle advised that he was interested in a $0.56 tax rate and some fund balance eombination balance for capital projects, schools, etc. THERE BEING NO FURTHER BUSINESS, THE MEETING WAS ADJOURNED AT 11:20 A.M. ..... ~1t Clerk, Board of Supervisors V Q Q. t 3& 0 Q .....J Richard C. Shickle Chairman, Board of Supervisors Minutes Prepared By: (/~ C '-f.1J. Jay E. bb Deputy Clerk, Board of Supervisors Minute Book Number 30 Board of Supervisors Budget Worksession with Finance Committee on 01/26105