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April 29, 1993 Work Session 303 A Worksession of the Frederick County Board of supervisors 19Q' was held on April 29,Aat 1:00 P.M., in the Board of Supervisor's Meeting Room, Frederick county Courthouse, Loudoun street Mall, Winchester, virginia. This worksession was held to discuss the recent management study that was conducted, at the direction of the Board of Supervisors, on Frederick County Government and School system. PRESENT: Richard G. Dick, Chairman; W. Harrington Smith, Jr., Vice-Chairman; James L. Longerbeam; Robert M. Sager; Beverl J. Sherwood and Charles W. Orndoff, Sr. CALL TO ORDER The Chairman called the meeting to order. He asked board members if they had any questions concerning the summary on page 14. Mr. Longerbeam stated that he felt the planning staff and Planning commission should look at the recommendations on this page relating to their department very closely. Mr. Riley explained that the funds needed may not be right in place at all times. Mr. Longerbeam stated that he felt all of this should be jUdged on priorities. The recommendation concerning records management will be pu on hold, due to the fact that adequate space is not currently available. Mr. Longerbeam asked if anything had been done about the complaint handling system as recommended. Mr. Riley replied yes that Wayne Miller, zoning administra- tor, would be handling that area. Mr. Longerbeam stated that he felt the recommendation of th county's performance evaluation system being reconsidered in commissioner of the Revenue Office would be looked into once office has a new commissioner. Mrs. Sherwood stated that she felt the board could only encourage the system. The board members were very pleased to know that they would be receiving revenue and expenditure reports on a monthly basis. .. 304 Mrs. Sherwood stated that she had been requesting this for a year. On page 19, the recommendation as to a set amount being established for travel was discussed, and Mr. Riley will be working on this and get back with the board as to his findings. Mr. smith asked about number 3 wherein the recommendation was that an interface program should be developed to load infor- mation from the school financial system to the county system, with this being done by the county data processing director. Mr. Riley replied that the county can already do this. It was the consensus of the board that this would be dis- cussed further when Mr. smith meets with his committee. Mr. Riley explained that he felt the recommendation of having a consulting firm carry out a pay and classification study of county employees and equivalent support positions in the school system needs to be done now, whether it is done in house or by an outside firm. Mr. Sager asked how much this would cost if done by an outside firm. Mr. Riley replied that he felt it would take approximately 60 to 90 days and would cost approximately $20,000. Mr. Longerbeam stated that Mrs. Kelican, personnel director, has conducted a similar study before and he felt this was the route we should go. Mr. Riley explained that regardless of whether it is done in house or by an outside firm you are criticized either way. Mr. Longerbeam stated that he felt the board should give Mrs. Kelican the parameters and have her office do it. Mr. Orndoff stated that he felt the board would be criti- cized if it is done in house, as he feels there are areas of conflict. Mr. Dick suggested that the personnel office have outside assistance such as the personnel committee and other county citizens that are in the field of personnel with their employ- ment. The area of GIS and its funding was also discussed. 305 The recommendation that planning and development and engi- neering, and inspections should continue to work together to cooperate and cross train inspectors to handle zoning related matters, drainage, building setback requirements and related matters as a part of normal routine was discussed. Mr. Riley stated that Ed strawsnyder was working in this direction. Mr. Orndoff asked if this was being done all along or just implemented since this report was made available. Mr. Longerbeam stated that he was not surprised at this being made a recommendation. The recommendation of consideration being given to increas- ing the staffing of the fire and rescue service by adding an assistant fire marshal was discussed. Mr. Riley is looking into this. Mr. Longerbeam asked about the recommendation that includes plans for upgrading the dispatch system as well as planning for a more effective radio system and computer support. The director should be allocated $10,000 next year to complete a technology analysis and specification preparation. Mr. Riley replied that this is not being planned. Mr. smith asked about the enhancement of the management capabilities within the parks programs, by using parks managers as he thought some of this was already being done. Mr. Riley explained that some resources are pretty thin. Mr. Longerbeam referred to the idea of consolidation of the two parks, and how Mr. Doran felt about this as the current staff would have to be restructured. Mr. Riley stated that he would discuss this further with Mr. Doran. Mr. Orndoff questioned the need for this recommendation. The area of extension and social services was discussed and the consensus was that there needs to be more coordination between the two offices in order to eliminate a lot of duplica- tion. 3Q~ Mr. Riley stated that the vacancy created by Kathy Stadler's resignation was going to be felt by the many areas that she worked with. Mr. Dick asked if a message could be sent to the state letting them know how the board feels. The recommendation of using the school garage to repair all county vehicles except specialized construction and mowing equipment was discussed, and Mr. Riley explained that the hours of operation at the bus garage were going to be extended. Mr. Sager stated that he feels cost is a factor here and needs to be addressed. Mr. Longerbeam asked if it was necessary for a letter to be sent to all departments letting them know that all maintenance and repairs need to be done at the bus shop. The board also discussed the current gas system and distri- bution of same, and asked that some feed back from the school system be provided on this. Mr. Longerbeam stated that he did not agree with the recom- mendation to reschedule school garage mechanics as suggested in the study, consider ways to reconfigure garage space and/or add space to permit expansion of the parts room, with one solution being to add a small prefabricated building to the back of the garage at a cost of approximately $25,000. The board said no to other areas dealing with the bus garage that appeared on page 24. The two items on page 25 relating to school budgetary and expenditure procedures to improve efficiency and the considera- tion of school system staffing enhancements were referred to Mr. Smith's committee. Mr. smith stated that he was interested in knowing how many vehicles and cars are owned by the school system, and exactly who uses these vehicles and why. Mr. Longerbeam stated that he has felt for some time that the county really needs a motor pool for all its vehicles. 307 Chapter 7 was discussed and Mrs. Sherwood stated that proffering needs to come into play, and she wanted to be sure this was understood by all parties. Mr. Smith asked about additional personnel for the recommen- dation on page 27 and the 1994-95 budget. Mr. Riley stated that it would have to meet the guidelines of the budget. Upon motion made by James L. Longerbeam, seconded by Robert M. Sager, the management study will be used as a planning docu- ment and all recommendations, as approved by the board, will be implemented as financing allows. The above motion was approved by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Beverly J. Sherwood - Aye Robert M. Sager - Aye Charles W. Orndoff, Sr. - Aye UPON MOTION MADE BY W. HARRINGTON SMITH, JR., SECONDED BY ROBERT M. SAGER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. ~~=? r~J F ~,,:"::'