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2012-03-05 MinutesBOARD OF SUPERVISORS MINUTES March 5, 2012 Supervisors in Attendance: Mr. Daniel A. Gecker, Chairman Ms. Dorothy A. Jaeckle, Vice Chrm. Mr. Arthur S. Warren Ms. James M. Holland Mr. Stephen A. Elswick Mr. James J. L. Stegmaier County Administrator Others in Attendance: Ms. Patty Carpenter, Chairman, School Board Dr. Marcus Newsome, Supt. of Schools Mr. David Myers, Asst., Supt. of Schools for Business and Finance Staff in Attendance: Mr. Mike Bacile, Dir., Purchasing Dr. Sheryl Bailey, Dep. County Administrator, Management Services Ms. Liz Bernhard, Dir., Victim Witness Ms. Janice Blakley, Clerk to the Board Ms. Debbie Burcham, Exec. Dir., Community Services Board Mr. Allan Carmody, Dir., Budget and Management Mr. Jonathan Davis, Dir., Real Estate Assessments Mr. William Dupler, Dep. County Administrator, Community Development Colonel Thierry Dupuis, Police Department Dr. Parham Jaberi, Dir. Health Department Mr. Donald Kappel, Dir., Public Affairs Mr. Rob Key, Director, General Services Mr. Louis Lassiter, Asst. County Administrator Ms. Debbie Leidheiser, Senior Advocate, Human Services Mr. Michael Likins, Coop. Extension Director Mr. Mike Mabe, Director, Libraries Ms. Mary Martin Selby, Dir., Human Resource Services Mr. Jeffrey L. Mincks, County Attorney Mr. Glen Peterson, Dir., Community Correction Services Sheriff Dennis Proffitt, Sheriff's Department Ms. Karen Reilly, Comp. Services Administrator, Human Services Chief Edward L. Senter, Fire Department Ms. Marsha Sharpe, Dir., Social Services 11-127 Ms. Sarah Snead, Dep. County Administrator, Human Services Mr. Richard Troshak, Dir. Emergency Communications Center Mr. Scott Zaremba, Dir., Human Resource Programs Mr. Gecker called the regularly scheduled meeting to order at 6:00 p.m. 1. WORK SESSIONS 1.A. PROPOSED FY2013 BUDGET 1.A.1. COUNTY ADMINISTRATOR'S PROPOSED BUDGET Mr. Stegmaier stated in recent years, the county took the right steps to reallocate resources to the most important of services, put an emphasis on economic development to help grow the tax base, recognized that we should partner with others in making Chesterfield a FIRST CHOICE community, and avoided adding financial pressure on those in our community by not increasing taxes despite the declines in property values. He expressed his appreciation to the Board of Supervisors and all of the staff members who have assisted with the development of the proposed budget. He also expressed appreciation to Mr. Carmody and staff for their hard work. He stated with this plan, service levels are preserved and new resources are assigned to key Board of Supervisors priorities, continuing progress on several important initiatives. He further stated other strategic enhancements are funded through the reallocation of existing resources and continued cost reduction strategies. In closing, he stated this plan outlines the best possible solution, balancing many competing needs within a finite pool of resources, towards reaching a brighter future. Mr. Carmody presented a summary of the County Administrator's proposed FY2013 financial plan. He stated the county has made considerable progress in recent years, despite economic challenges; partnerships have yielded major accomplishments; economic development activity is up sharply; quality of life is at an all-time high; and the AAA bond rating remains intact. He stated continued investment priorities focus on the school system, which include no classroom impacts; restoration of 2 percent salary reduction; replacement of bus funding; local resources for education + 2.5 percent or $5.6 million; however a funding gap remains which may be helped by state funding. He further stated there is also a focus on public safety which includes funding + 4.7 percent; career development resources for Police, Fire and Sheriff; funding for four additional officers and police cruisers; one additional animal control officer position; and continued progress on fire apparatus replacement. He stated the county maintains momentum in economic development, which includes new investment +18 percent fourfold increase in new jobs; a broader range of business support services in economic development; and additional resources to support sports tourism. He further stated the county continues to preserve the tradition of exemplary fiscal stewardship, stating there J J J 11-128 has been a 15.0 percent reduction in the average residential tax bill over the last several years, with no change in the tax structure. He stated there is an ongoing evaluation of operations that provide resources for front-line services. He further stated county staff has played a crucial role in the county's recent success, noting there are no new positions in the proposed plan for the fourth consecutive year; retention is becoming an increasing challenge; and the plan includes funding to address compensation, a portion of which will be dedicated to high turnover areas. He noted the proposal is contingent on General Assembly outcomes. He provided d breakdown of FY2014 stating modest revenue growth is expected; looking to validate direction on new facilities; such as Harrowgate Fire Station, Reams-Gordon Library and preliminary support for the intermediate care facility (ICFMR) He announced the general fund budget for FY2103 is proposed at $722.2 million; with the increase in revenue directed primarily (800) to public safety and education. He summarized the presentation by stating FY2013 continues a disciplined measured approach; focus remains on making smart investments, not simply rebuilding; resource increases almost exclusively benefit key areas such as education and public safety; there is a balance within the existing tax structure; and no position growth. In closing, he reviewed the upcoming local budget calendar. In response to Mr. Elswick's question regarding changes in the turnover rate, Mr. Carmody stated there has been loosening in the job market with the unemployment rates coming down and retirements have increased. In regards to retirement, Mr. Carmody stated the General Assembly changes could be viewed negatively. have been a result of is important to look bards to the upcoming >ortant to note the improvements in the concerns relative to Virginia Retirement System (VRS) scenarios. Mr. Holland stated retirement increases the recession turn around. He noted it at the aspects of human capital in re years. He further stated it is im commitment of education, safety and general community. He expressed his Ms. Jaeckle stated it is important to analyze the turnover rate relative to compensation. majority of the county. Mr. Gecker expressed his appreciation to Mr. Carmody for the informative presentation. In regards to compensation dedicated to high turnover areas, he stated he hopes those funding additions are committed to constituent services. He further stated resources should be dedicated to the county's citizens. He stated he is pleased that the budget does not propose any decreases in departments that serve the vast Mr. Carmody noted there is an increase of nine positions that happened mid-year, which are grant funded for the Fire Department. 1.A.2. SCHOOLS' PROPOSED BUDGET Dr. Newsome presented an overview of the School Board's proposed FY2013 budget. He expressed appreciation to Mr. David Myers, Assistant Superintendent, for his dedicated and 11-129 hard working staff, to Mr. Carmody and his talented staff, and to Mr. Stegmaier and his team for their efforts to help create a budget that serves the students and citizens of Chesterfield County. He stated the School's budget, as in past years, maintains children and the integrity of the classroom as the number one funding priority. He reviewed the School Board's approved financial plan, which includes no classroom reductions; restoration of FY2011 2-3 percent pay cut; and new employees being required to contribute 5 percent of their salary to VRS, pending the actions of the General Assembly. He stated the most significant change to the School Board's approved expenditures for FY2013 is the state requirement for the division to increase contributions to VRS by nearly $17 million next year. He further stated the total approved budget for FY2013 is $532.6 million, which is an increase of 2 percent. He reviewed legislative priorities for FY2013, which include full funding of Standards of Quality re-benchmarking; realistic funding recovery strategy for VRS teacher pool; the suspension of required local match for class size reduction and VPSA technology; flexibility to use Standards of Quality algebra readiness for any instructional support; and flexibility to use preschool initiative funding. He stated there is a continued focus on the long-term actions needed to ensure that the county's citizens are provided with a 1St choice school system. He presented some important dates going forward. In closing, he stated Chesterfield County continues to maintain its position as one of the 100 Best Communities in America for Young People, as recognized by America's Promise. Mr. Holland stressed the importance of financial literacy. He stated he believes there is an unprecedented opportunity for cooperation between the Board and the School Board over the next four years. He suggested organizing a team that will report to the Budget and Audit Committee, for the purpose of reviewing the Schools' operational and capital budgets. He expressed concerns regarding the Virginia Retirement System (VRS) situation. He stated the School Liaison Committee will continue to focus on issues that relate to the budget for the purpose of making recommendations to the Board of Supervisors. In response to Ms. Jaeckle's question, Dr. Newsome stated teachers have been involved in the development of the Design for Excellence 2020 process. In regards to funding, he stated projections are predicted to be less than what was allocated in FY2008. In response to Ms. Jaeckle's question regarding the status of the design for the old Clover Hill High School, Mr. Myers stated BCWH, the architect hired for the project, has led a series of internal organizational types of meetings that have focused on the career, technical and administrational components, the online learning component for the county, and community use/staff development. He further stated a representative from BCWH is scheduled to present a report on March 23rd to the School Board at their quarterly work session to update them on how to move forward with the project. He noted an internal representative from the Parks and Recreation Department will be involved in the process. In response to Mr. Elswick's question regarding community use of the old Clover Hill High School, Dr. Newsome stated there J J J 11-130 is an auditorium and gymnasium that will be retrofitted and renovated to accommodate not only the work for the school division, but also for organizations within the community. In response to Mr. Holland's question, Dr. Newsome stated there is a possibility to utilize alternative fuel for school buses. Dr. Newsome stated the report from the Committee on the Future covers the topic of human capital and the needs of educators. He further stated there is an overwhelming responsibility placed on teachers. He stated the school division is working closely with members of the delegation regarding unfunded mandates. In response to Ms. Jaeckle's question, Dr. Newsome stated he believes there are regulations and requirements for K-12 populations that differ from colleges/universities that would prohibit using other types of transportation. He further stated there was a related evaluation completed that will be made available in the future. Mr. Warren commended Dr. Newsome on his presentation. Mr. Elswick stated he is pleased that compensation has been restored to teachers. Mr. Gecker stated as the Board worked through the capital budget last year, the predominant focus of Clover Hill was the addition of the technical center space, indicating the technical education pieces are critically important. He expressed concerns regarding the community use space. He stated it is important for both the School Board and the Board of Supervisors to reflect on how to move forward towards a common goal and create parody among public facilities. Dr. Newsome stated career and technical programs seem to be becoming more popular. He further stated once there is full implementation of programs, there should be no problem meeting the full demands of students who are interested in participating. He stated there is a desire to engage .the community to trust in, invest in and benefit from public 5ChOOlS. 1.A.3. POLICE DEPARTMENT Colonel Dupuis provided an overview of the changes in the Police Department's ,budget from FY2012. He reviewed the organizational accomplishments of the Police Department; selected crime .trends; Police activities and calls for service and assists; and crime rates. He then reviewed the organizational accomplishments of Animal Control and the Emergency Communications Center. He evaluated the financial activity for FY2011 and proposed financial activity for FY2012 and FY2013 for the Police Department. He noted future challenges include maintaining adequate staffing levels to meet increased demands for service; the ability to maintain advances in technology; the ability to meet traffic safety demands; training; the ability to maintain effective proactive enforcement; maintaining an increase in the live exit rate and continuing to reduce the euthanasia rate; 11-131 maintaining adequate ECO staffing levels to meet increased demands for service; and the impact of next generation. In response to Ms. Jaeckle's question regarding public awareness of landline calls versus cell phone calls, Colonel Dupuis stated the subject is addressed, especially with younger crowds. He further stated the majority of people use cell phones. Mr. Holland applauded Colonel Dupuis and the Police Department on their innovativeness and accomplishments. In response to Mr. Holland's question, Colonel Dupuis stated the DUI arrest increase is attributed to geo-policing models and making sure police officers are aware of where the needs are. In response to Mr. Elswick's question, Colonel Dupuis stated there is one station in the Emergency Communications Center strictly devoted to 9-1-1 calls. He further stated there are more challenges attributed to cell phone calls opposed to landline calls. Mr. Gecker expressed his appreciation to Colonel Dupuis and the Police Department for their impressive efforts. 1.A.4. FIRE AND EMERGENCY MEDICAL SERVICES DEPARTMENT Chief Senter presented an overview of the changes from the FY2012 budget for Fire and Emergency Medical Services. He reviewed the mission and vision statements and the focus for the department. He then reviewed the number of emergency incidents; average response times; significant Fire incidents; Fire and Life Safety activities; and accomplishments of the department. He presented a summary of Fire and EMS funding requests, which include firefighter compensation; fire training initiatives; fire apparatus replacement; EMS improvements; improved on-duty staffing; public education initiatives; and fire prevention initiatives. He reviewed the budget process and targets for the department. In closing, he reviewed ongoing challenges, which include experience levels; projected retirements; long- range planning; distribution of resources; limitations of current facilities; and concentration of resources. Mr. Holland applauded Chief Senter on his efforts. In response to Ms. Jaeckle's question regarding. emergency calls, Chief Senter stated over the last couple of years calls have increased. He noted citizens 60+ years have been a reason for the majority of patients. In response to Mr. Elswick's questions regarding firefighters and percentage of time they are staffed at Dale, Chester and Manchester locations and drive times, Chief Senter stated those specific stations are staffed 100 percent of the time. He further stated the four-minute drive time takes into consideration ISO drive time requirements and distances. Mr. Warren recognized all Fire and EMS personnel who were in the audience. J J J 11-132 In response to Mr. Gecker's question regarding the building and manning of a fire station on the southern end of Harrowgate Road, Chief Senter stated the nine firefighter positions will be reassigned to other areas to offset vacancies within the county, if that need arises. 1.A.5. SHERIFF'S OFFICE Sheriff Proffitt presented an overview of the changes from the FY2012 budget. He reviewed the components relative to re- inventing the Sheriff's Office, which include moving beyond a core mission to provide additional services at little or no cost; recognizing and .focusing on operational areas growing in importance and complexity; looking outward to identify mutually beneficial partnerships; using technology to replace manpower and produce efficiencies; non-traditional utilization of human resources; and incarcerating the "bad guys" and provide alternatives for those who make mistakes. Ms. Jaeckle commended Sheriff Proffitt and the Sheriff's Department for their continued efforts. Mr. Warren highly praised the Sheriff's Department for their efforts to maintain a safe and professional environment. Mr. Elswick concurred with Mr. Warren. Mr. Gecker commended Sheriff Proffitt on his proactive initiatives. 2. ADJOURNMENT On motion of Mr. Holland, seconded by Ms. Jaeckle, the Board adjourned at 8:10 p.m. to Wednesday, March 7, 2012, at 3:00 p.m. in the Public Meeting Room. Ayes: Gecker, Jaeckle, Warren, Holland and Elswick. Nays: None. ames Ste aier Daniel A. Gecker County Administrator Chairman 11-133 J J