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03-10-2003 MinutesBOARD OF SUPERVISORS MINUTES March 10, 2003 Supervisors in Attendances Mr. Arthur S. Warren, Chairman Mr. J. L. McHale, III, Vice Chrm. Mr. Edward B. Barber Mrs. Renny B. Humphrey Mr. Kelly E. Miller Mr. Lane B. Ramsey County Administrator Staff in Attendances Colonel Carl R. Baker, Police Department Ms. Mary Ann Curtin, Dir., Intergovtl. Relations Ms. Rebecca Dickson, Dir., Budget and Management Ms. Lisa Elko, CMC Clerk Chief Stephen A. Elswick, Fire Department Ms. Karla Gerner, Dir., Human Resource Mgmt. Mr. Bradford S. Hammer, Deputy Co. Admin., Human Services Mr. Donald Kappel, Dir., Public Affairs Mr. Steven L. Micas, County Attorney Mr. Robert Key, Asst. Dir., General Services Ms. Sarah Snead, Dir., Social Services Mr. James J. L. Stegmaier, Deputy Co. Admin., Management Services 1. DINNER WITH MEMBERS OF THE SOCIAL SERVICES BOARD The members of the Board of Supervisors had dinner in Room 502 of the Administration Building with members of the Social Services Board prior to the meeting. Mr. Warren called the regularly scheduled meeting to order at 6:13 p.m. 2. WORK SESSIONS - FY2004 PROPOSED BUDGET PRESENTATIONS Ms. Dickson stated that this is the third of five work sessions on the proposed FY2004 budget and introduced Ms. Snead to begin the Social Services Board's proposed FY2004 budget presentation. 2.A. SOCIAL SERVICES BOARD Ms. Snead introduced Mr. David Welchons, Chairman of the Social Services Board who recognized members of the Social Services Board and introduced Mr. Bruce Miller to present Social Services' proposed FY2004 budget. 03-155 03/10/03 Mr. Bruce Miller reviewed key accomplishments of the Social Services Department, including a balanced budget and fiscal integrity; successful implementation of electronic benefit transfer; implementation of Child Protective Service Differential Response System; receiving a national award for the Adoption Partnership Project; and the comprehensive strategic planning process with participation of over 70 employees. He stated that departmental challenges include the uncertain future of federal and state revenue for local Social Services departments and the need to expand the Wagner Building for additional office space. He further stated that changing demographics of the elderly population in the community is also a challenge, indicating that the department's number two need is an additional social worker to meet the needs of the county's aging population. He reviewed the departmental challenge of the responsibility for safety, protection and permanency of 130 foster children, and stated that the department has a critical need for a Social Work Supervisor for the foster care and adoption programs because of increased demands in the oversight of service provision and funding coordination over the past five years. He stated that a plan has been developed with the budget office to fund this critical position in FY2004, and requested the Board's support of this endeavor. There was brief discussion relative to funding for the Social Work Supervisor position in future years and the leasing of additional space by the Social Services Department. Mr. Barber inquired whether the senior advocate position would be able to assist with the duties of a senior social worker. Mr. Hammer stated that a social worker in adult protective services is a very specialized function, and the senior advocate is more of a network service provider of information referrals, indicating that the two positions are completely different. Discussion ensued relative to adult care facilities and the companion services program. Mr. Warren expressed appreciation presentation of Social Services. for the informative 2.B. POLICE DEPARTMENT Colonel Baker came forward to present the Police Department's proposed FY2004 budget. He reviewed financial activity, including additional funding as follows: $393,300 for a 2.5 percent merit increase; $250,000 for four detectives and two automation analysts; $162,900 for local match to grants; $74,200 for career development; and $63,000 for Clover Hill Support Facility operating expenses. He then reviewed growth in calls and assignments; Incident Based Reporting (IBR) Group A incident rate per 100,000 population; and average police response time for life threatening calls. He stated that the department failed to meet its goal of responding to life threatening calls within three minutes during 2002 because of increased calls in service, increased traffic, and vacancies within the department. He reviewed traffic deaths per 100 million miles driven; motor vehicle fatalities; 03-156 03/10/03 number of personal programs; STEPP/Child volunteer hours. injury accidents; crime prevention Safety Programs; and number of When asked, Colonel Baker stated that if war occurs, it will have a dramatic effect on policing. He further stated that policing has changed since the terrorist attacks of September 11, 2001. Mrs. Humphrey requested that Colonel Baker provide the Board with details on how policing will change if war occurs. Colonel Baker reviewed future challenges, including maintaining a viable workforce; increased crime; increased traffic problems; terrorism response and prevention; population growth; increased illegal drug activity; increased juvenile arrests; and insufficient manpower. Discussion ensued relative to the impact of reservists from the Police Department being called to active duty. Colonel Baker stated that Mr. Ramsey and Mr. Miller recently met with Congressman Forbes and explained the impact reservists being called to active duty would have upon the Police and Fire Departments, as well as other county departments. He further stated that the impact of this is being seen throughout the entire country. Mr. Ramsey stated that this is a very serious issue because the resources that our nation is depending upon for military deployment are the same resources that local governments are counting on for terrorist issues at home. When asked, Colonel Baker stated that there are 58 active reservists in the Police Department. Mr. Ramsey stated that there are 140 county employees who are active reservists. Mr. Miller suggested, and the Board generally agreed, that a formal request be made of the congressional delegation for additional funding in the event of such a crisis. Mr. Ramsey stated that the greatest source of additional funding would most likely be through special grant applications. Colonel Baker expressed concerns relative to the inability to fill requests from county businesses for off-duty police officers. He stated that the Police Department is requesting additional funding to increase the sworn strength to 500 (23 additional police officers in FY2004 and 29 in FY2005). He further stated that the Police Department has just been notified of a COPS grant to provide funding for additional police officers, and requested that Board authorize the Police Department to apply for the grant funds which would defer the cost of additional police officers for a number of years. He reviewed the ratio of officers per 1,000 citizens and cost per capita for law enforcement services. He reviewed future year funding requests, including increasing the sworn strength to 500; operating and capital equipment for grant positions; career development; reinstating the FY2003 personnel funding reduction; replacement vehicles; a 03-157 03/10/03 technical services technician; and a replacement airplane. He then reviewed the FY2004 Animal Control budget, stating that accomplishments include increased adoptions through a continued partnership with the Chesterfield Humane Society and development of a communication network for dispatching of calls for service to the animal control officers from the Emergency Communications Center. He reviewed Animal Control financial activity; calls for service; animals impounded; and animals adopted. He stated that future year funding requests include one Animal Control Officer and a replacement truck. When asked, Mr. Ramsey stated that revenue collected from the sale of dog tags goes into the General Fund. He further stated that dog license fees have been unchanged for several years. Mr. Miller suggested the possibility of increasing dog license fees. Mrs. Humphrey requested that the Board be provided with information relative to the number of dog tags purchased annually. Mr. Ramsey stated that there is not significant compliance in the county with purchasing of dog tags. Mrs. Humphrey requested that Animal Control collect data relative to man-hours involved in finding lost pets and suggested the possibility of charging a fee for this service. Mr. Warren thanked Colonel Baker for his presentation. 2.C. FiRE AND EMERGENCY MEDICAL SERVICES Chief Elswick came forward to present the Fire and Emergency Medical Services (EMS) proposed FY2004 budget. He reviewed Fire and EMS accomplishments, including hiring 11 firefighters; replacing the breathing air unit; and receiving a federal fire grant for personal protection equipment. He then reviewed revenue recovery accomplishments, including successful implementation; automated billing process; second subscription notification mailed; and billings and revenues higher than projected. When asked, Chief Elswick stated that, during the first eight months of revenue recovery, billings totaled $1,821,000 and collections totaled $678,000, indicating that collections are approximately 90-120 days behind billing. Chief Elswick reviewed service delivery accomplishments, including opening the Winterpock Station; beginning construction of the River's Bend Station; designing the Courthouse Road Station; placing the First Response Vehicle Pilot in service; and responding to 26,927 calls for service. He stated that 97.9 percent of the value of the property responded to was saved amounting to approximately $224.9 million in savings. He reviewed accomplishments in domestic preparedness, including providing equipment and training for each volunteer squad; providing special equipment and training for hazardous materials and heavy tactical teams; and future training and equipment for all personnel. 03-158 03/10/03 When asked, Chief Elswick stated that there are 25 active reservists in Fire and EMS. He further stated that the major focus for 2004 will include continuing to develop leaders; addressing paramedic (ALS) issues; implementing Phase 2 of the Public Safety Radio System; developing a comprehensive Personal Protective Equipment Program; developing a Recruitment Program and a Comprehensive Service Delivery Program; developing a staffing plan; preparing for future Bond Referendums; improving the revenue recovery collection rate by five percent; identifying future non-suppression personnel staff needs; opening River's Bend Fire and EMS Station; and beginning construction of Courthouse Road Fire and EMS Station. He reviewed organizational challenges, including continuing to address staffing needs; maintaining volunteer Fire and EMS involvement at current levels; determining future service levels; meeting the six-minute response goal; addressing the aging workforce; preparing for the changing population; addressing the impact of terrorism; and recruiting and retaining qualified personnel. He reviewed performance measurement data in the areas of value of property lost due to fire; and average response time. When asked, Chief Elswick stated that the implementation of just one first response vehicle increased the overall average response time by three percent. He further stated that staff plans to eventually implement additional first response vehicles. Mr. Miller excused himself from the meeting. When asked, Chief Elswick stated that the value of property saved includes structural property only - not forest acreage. He then reviewed death rates from unintentional injury and volunteer fire apparatus responses, stating that EMS continues to be the bulk of the department's workload. He reviewed countywide EMS responses for the 2002 calendar year and data relative to meeting the EMS goal of arriving on the scene of Priority 1 EMS calls in six minutes or less 90 percent of the time. Mr. Barber expressed concerns that the goal has always been 90 percent and the success rate has been less than 50 percent. He inquired whether the goal is realistic. Chief Elswick stated that the department has worked hard to meet the goal, but challenges include the size of the county; growth; roads; the number of stations; and access to subdivisions. He stated that initiatives to address meeting the goal include additional fire stations and first response vehicles. He stated that the National Fire Protection Agency standards also include a six-minute goal. He further stated that he feels, rather than reducing the six-minute goal, we should strive to meet it gradually. Chief Elswick stated that because the department has taken an approach of keeping up with growth, it has slowed down the effort to meet the six-minute goal. He then reviewed current EMS system improvements as a result of revenue recovery; EMS system challenges; and 2004 system improvements as a result of revenue recovery. He then reviewed budget information, stating that increases reflect 18 positions for the River's Bend Fire Station; one recruitment and retention officer; one 03-159 03/10/03 Fire and Life Safety Inspector; three firefighters; $100,000 to address minimum staffing. and Mr. Barber inquired whether banning open burning and not instituting a $400 burn fee would impact the Fire and EMS budget. Chief Elswick stated that, if open burning is banned, verbal permits and complaints will probably increase and a Fire and Life Safety Inspector will be needed to address those issues. He then reviewed fire department cost per capita compared to Richmond and Henrico. Mr. McHale requested that Chief Elswick provide benchmark data relative to the percent and value of property responded to that was saved. Chief Elswick reviewed additional funding requests, including increased service vehicles funding; 12 additional firefighters in Emergency Operations; funding for a Volunteer Retirement System; and an eight-year replacement plan to replace turnout gear. There was brief discussion relative to retention of volunteers. Mr. McHale inquired whether a volunteer retirement system would impact volunteer retention and suggested that volunteers be surveyed to determine what would entice them to continue volunteering. Chief Elswick reviewed additional funding requests of volunteer rescue squads, including $129,600 for Bensley- Bermuda for refurbishing a crash truck, four handheld radios, equipment for the crash truck and uniforms; and $20,000 for increased operations cost for Forest View. Discussion ensued relative to smallpox vaccinations for Fire and EMS personnel, should they become necessary, and to Fire and EMS preparation for possible terrorism incidents. Mr. Warren thanked Chief Elswick for his presentation. informative Mrs. Humphrey called forward Girl Scout Rachel Gibson, Troop 3180, who led the Board in the Pledge of Allegiance. 3. ADJOURNMENT On motion of Mr. McHale, seconded by Mrs. Humphrey, the Board adjourned at 7:51 p.m. until March 12, 2003 at 3:30 p.m. Ayes: Nays: None. Absent: Miller. ~unnet~'A~nS~Ys~at~or Warren, McHale, Barber and Humphrey. Arthur S. Warren Chairman 03-160 03/10/03