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02-18-1987 Minutes I~-NU~E S February 18, 1957 S~pervisors in Attendance: Mr. Harry G. Daniel, Chairman Mr. Jesse J. Mayes, Vice Chairman Mr. G. H. Applegate Mr. R. Garland Dedd Mrs. Joan Girone Mr. Richard L. Bedrick CoUnty Administrator Mrs. Maria Keritsis Chairman, School Board Mr. Griffin R. Burton Mr. Jeffry S. Cribbe Mr. C. B. Curtis, Jr. Dr. G. R. Partin Dr. Howard O. Sullins Superintendent Sta~ in Attendance: Mr. N. E. Carmichael, Comm. of Revenue Chief Roberu ~anes, Fire Department Mr. Bradford S. Harmmer, Asst. Co. Admin. Mr. Robert Masden, Asst. Co. Admin. for Human Services Mr. Steve Micas, Co. Attorney Mrs, Pauline Mitchell, Dir. of News/Info. Services Col. Joseph Pittman, Chie~ o~ Police Mr. Lane R~unsey, Assr. Co. Admin, for Budget and Staffing Mr. Richard Sale, Assr. Co. kdmin, for Development Mr. Frederick Willis, Dir. o4 Human Resources Management Mr. Daniel called the meeting to order in the Conference Room (Room 502) of the Administration Building at the Courthouse at 2:10 p.m. (EST). He stated the purpose of the work session was to review the various departmental budget issues. 1- WORK SESBIO~O~'£~u~BUDGET Mr. Ramsey stated department directors would be presenting overviews of their various departmental needs with individuals addressing the most critical issues in relation to the target budget. He stated budget projections forecast that the budget for the upcoming year will be stringent and frugal and projections have been based on assumptions that the budget will have no new positions or programs, no new capital equipment (except commitments made in the current year), that replacement equipment is funded, that new debt is ~unded, that the increase in School Operating Transfer is approximately 8.5%, where workload increases, service levels may decline and a 10% salary adjustment, which is reflected in some budgets but not others. Chie~ Pittman, Chief Eanes, Mr. Masden, Mr. Sale, Mr. Hammer, Mr. Carmichael, Mrs. McGuire and Mr. Willis presented an overview of departmental issues, identifying the most critical needs, the FY 87-88 budget targets, the net cost to the General Fund, current levels of service, unanticipated issues which impact maintaining and/or improving levels of service, addbacks to maintain current service levels, addbaeks needed for service level improvements, the impact of cutbacks on prcgram~ and services, no growth budget impa~s on service levels, funding ~or positions, workload demands, etc. Discussion and questions from the Board ensued relative to the source of and mechanisms for funding programs mandated by the State; the budget objectives as adopted by the Board and 87-97 maintaining those objectives as set forth or amending them, if neoessary~ the adverse impact that would occur if drug abuse programs were reduced; personnel needs, replacement equipment, salary comparisons, the number of certified librarians in Chesterfield as compared to those in Renrico County; increasing children's programs iH the Library system, the amount cf time involved in processing applications for social services recipients; heavy caseload work; conversion to an automated Human Services Information System; the cross training of building inspectors; installing a system for Building Inspections whereby individuals can check on building permit status 24 hours per day; the Foreign Business Recruitment Program and how it fits in with State programs; whether or not Board members should continue European economic development; the increasing volume of transactions in the commissioner of Revenue, Treasurer and Assessor's offioes~ the necessity for installation of a MSA system in Data Processing; the need to automate the General District Court Information Systems for Chancery and Civil divisions; salary adjustments and the conversion to a merit system for pay increases, etc. The Board directed staff to compile the following information: a listing of departments working in drug abuse programs so as to potentially eliminate duplication of and/or redundazlcy in such programs; the list of Capital Improvement Program projects; a report concerning the ratio of oertifio~ librarians in Chesterfield County as compared to Henrico County; a list of items that have been deferred and can be considered for adjustments~ and a report on salaries for management staf£, bow to make them comparable to and compensated with competition, etc. The Board further dire~te~ staff to provide a concise report at the March 11, 1987 meeting concerning the proposed budget and tax rates. It was generally agreed that the Board did not desire to increase taxes to balance the budget. Mr. Ramsey explained staff recommendations for balancing the FY88 budget, which included anticipated revenue and expenditure items. It was noted this proposal did not include the additional funding for the school system. It was generally agreed that adjustments in the proposed budget will be necessary and it was suggested that each Board member consider ways in which they feel adjustments can be made. Mr. Dodd voiced support for funding the increase in the 9-1-1 fee, the increase in vehicle license fees on vehicles over 4,000 lbs., making the leaf collection program Self-supporting and the i~ereased planning/rezoning fees; however, he would oppose proration. He expressed concerns regarding eliminating the debt supplement to the garage; whether or not $250,000 would be sufficient for the Contingency Account; and voiced support for the addback staff for the Commissioner of Revenue and Treasurer's Offices and the continued efforts toward economic development with European countries, as he felt this program is v~ry beneficial to Chesterfield. Mrs. Girone suggested that perhaps Mr. Balderson could provide some insight as to the Governor's plan for continuing European economic development. Mr. Mayes expressed concerns regarding the leaf and trash collection program; whether or not the legislature has the constitutional authority to dictate that Counties increase taxes; and the reduction of funding for Capital Improvement Projects and who makes the decision as to the source of the money. Industrial ~ark should be postponed until a later time; requested to see the list on the Capital Improvement Projects; agreed with reducing the Contingency Account to $250,000 and funding additions to the Police and Social Services Departments targets; felt consideration should be given to making 87 98 adjustments ~n the Fund Donations list; stated she needed further information on the leaf and trash collection program; and inquired as to the reason for the vehicle license charge on vehicles over 4,000 lbs. Mr. Applegate stated he had a problem with the increase in the planning/rezoning fees; a problem with the salary increases, but WOUld not object to it; felt the revenue sharing highway funds should be retained in each of the magisterial districts; agreed with tbs Capital Improvements Program recommendation and the debt supplement to the garage; felt the Contingency Account should be reduced to $100,000; agreed with the additions to the Police and Social Services targets; agrsed that adjustments can be made within the Fund Donations; and stated he did not feel that the Fund Balance should be reduced by an additional $500,000 if it reduces the balance beyond that set to retain the 5% set for maintaining the County's bond rating. Mr. Daniel stated he too felt it imperative the Fund Balance not fall below the 5% set for maintaining the County's bond rating~ agreed the Donation Fund and Contingency Account could be reduced; stated he needed furthe~ information on the leaf and trash collection program; agreed with the elimination of the debt supplement to the garage; would like to see the list cf Capital Improvement Programs; agreed with the salary increases on anniversary dates; and felt a mechanism is needed for raising $500,000 to continue the road revenue sharing program. It was the consensus that the Board was maintaining its adopted objectives; however, the Board would have to weigh the benefits of competing objectives. Mr. Daniel stated that budget projections forecast the budget for the upcoming year will be stringent and frugal and projections have been based on assumptions that the budget will have no new positions or programs, no new capital equipment (except commitments made in the current year), that replacement equipment is funded, that new debt is ~unded, that the increase in School Operating Transfer is approximately 8.5%, where workload increases, service levels may decline and a 10% salary adjustment, which is reflected in some budgets but not others. It was generally agreed that there is insufficient support for revenue enhancements and tax increases, that the level of revenue anticipated ~or the upooming year represen:s the natural growth of the County and that adjustments in the budget will be necessary. He stated the Board will review the proposed budget and tax rates at its ~arch 11 meeting and the public hearing on these issues will be held on April 1, 1987. The Board recessed at 5:00 p.m. (EST) to travel to Magnolia Grange for dinner and a scheduled work session with the School Board regarding the proposed School Board budget for FY 1987-88. Reconvening: 2. DINNER/WORK SESSION WITH SCHOOL BOARD Mr. Daniel welcomed members of the school Board and school Administration. Mrs. Keritsis expressed appreciation for the opportunity to meet with the Board of Supervisors to discuss the proposed school budget and share information regarding issues facing the school system. She advised the Board that the current status regarding the recruitment of a new superintendent is that there have been two public hearings concerning recruitment at which citizens have outlined what they feel to be important criteria and what they desire with respect to both personal and professional 87~99 qualifications in the selection of this individual. She stated all the information and input received has ~een considered, a set of qualification has been approved which will be included in a printed brochure to be utilized in the recruitment of the new superintendent, there have been discussions with the Virginia School Board Association and a consultant firm regarding assistance in this recruitment and the Board has decided to negotiate a contract with Harold Webb and Associates of Illinois to conduct the national search. Mr. Tom Fulghum presented a summary of the Capital Improvements Plan which included information relative to growth in the ~chool system, membership projections, individual school priorities, staf~ recommendations, ener~ conservation and air conditioning, cost estimates, desirable facility improvements, tentative implementation schedules, the t~es of additional school faoilitie~ needed, expansion of administrative office space, expansion of maintenance and warehouse facilities~ addition of School bus garage, purchase of school sites for future schools, new and/or additional personnel, construction cost comparisons, Discussion and que~tion~ en~ued regarding considering the concept of grouping schools; advantages and disadvantages of grouping schools: increasing the capacities of schools to the facilities more flexi~le to meet the needs in the changing communities; if thsre are innovative changes that can be applied to the system; the need for a road system which will support traffic generated by the current and future needs; clustering attendance zone problems; bond referendums; growth patterns; the i~portanee of neighborhood schools; the concept of specialized beneficial or economically feasible to build smaller schools and expand the facilities as the populations increase and needs dictate; participation of developers, through the zonin~ process, for site selections and construction of schools and provision of ta~ incentives ~or lease-back o~ the ~aoilities to the County; the need for legislative participation to consider special funding for high growth areas such as chesterfield; the jeopardized status of Literary Loans and the in~reaEe in interest rates if the County has ~o utilize the Public School Authority for future loan considerations; overall projections It was generally agreed to appoint a joint committee, comprised of the County Administrator, the School Superintendent and the Chairmen of the Board of Supervisors and School Board, respectively, to study and coordinate action on the Literary Loan problem. It was generally agreed that this committee would plan to attend the State Board of Education meeting at 10:30 a.m. (EST) on February 26, 1987, regarding revisions to the Mr. Ralph Westbay, Director of Finance, presented an overview cf staff's proposal for the operating budget for FY 1987-88 which addressed the budget issues of increasing salaries of teachers ~y 10% to meet State guidelines; opening three new elementary schools; providing for growth of over 1,800 students (2,674 students over 86-87 budget) totaling 40,674 students; maintaining current programs and services; and providing for an increase of approximately $2.5 million in debt service. salar~ comparisons to retain competitiveness with other areas; operation and maintenance expenses; adjustment for personal equipment; special education requirements; revenues and expenditures; teachers' ~alary scale~; allocation of resources; projected student population trends; local contributions from 87-100 salea taxes, state and federal contributions; driver education requirements, salaries, operational costs, etc.; standards of quality; the overall total cost of the proposed budget; etc. It was noted that the County Administrator's proposed new revenue totaled approximately $12 million and the increase in the School Board's proposed budget totaled approximately $12.4 million and the task before the Board would be a difficult one. Mr. Daniel stated that, at the Board's early afternoon work session with the County Administrator and staff, he had emphasized the fact that budget projections forecaat the budget for the upcoming year will be stringent and frugal and projectiona have been based on assumptions that the budget will have no new positions er programs, no new capital equipment (except commitments made in the current year), that replacement equipment is funded, that new debt is funded, that the increase in School Operating Transfer is approximately 8.5%, where workload increases, service levels may decline and a 10% salary adjustment, which is reflected in some budgets but not others. He stated it appears, at this time, that the County Administra- tor's budget recommendation to the Board of Supervisors entails a difference of approximately $4.4 million in General Fund funding to the Schools. He stated the Board~s position, at this time, is that there is insufficient ~upport for revenue enhance- ments and ta~ increases, that the level of revenue anticipated for the upcoming year represents the natural growth of the County and that adju~tm~nt~ in both budgets will be necessary. Me stated the Board will review the proposed budget and tax rate~ at its March 11 meeting and the public hearing on these issues will ~e held on April 1, 1987. He commended all those involved for their diligent efforts on the budget as it was well prepared and presented. Mrs. Girone stated she also felt the budget was well prepared and the presentation was excellent. Mrs. Keritsis resurm~arized the issues on which the proposed budget was predicated, which were growth, program enhancements, construction of three new elementary schools, debt service and 10% salary increase for teachers to meet State guidelines. It was generally agreed a list of issues should be compiled for discussion with the legislators and to seek out their assistance for the County regarding these issues. On motion of Mr. Daniel, seconded by Mrs. Girone, the meeting was adjourned at 8:15 p.m. until 9:00 a.m. on February 25, 1987. Vote: Unanimous Richa~/~. '~driek County Administrator y ~. Daniel Chairman 87-~01