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2014-03-10 MinutesBOARD OF SUPERVISORS MINUTES March 10, 2014 Supervisors in Attendance Mr. James M. Holland, Chairman Mr. Stephen A. Elswick, Vice Chrm. Ms. Dorothy A. Jaeckle Mr. Arthur S. Warren Mr. Daniel A. Gecker Mr. James J. L. Stegmaier County Administrator School Board Members in Attendance: Ms. Dianne Smith Ms. Carrie Coyner Dr. Marcus Newsome School Superintendent Staff in Attendance: Mr. Mike Bacile, Dir., Purchasing Dr. Sheryl Bailey, Dep. County Administrator, Management Services Ms. Janice Blakley, Clerk to the Board Mr. Kevin Bruny, Chief Learning Officer Mr. Allan Carmody, Dir., Budget and Management Mr. Will Davis, Dir., Economic Development Mr. William Dupler, Dep. County Administrator, Community Development Colonel Thierry Dupuis, Police Department Mr. Robert Eanes, Asst. to the County Administrator Mr. Rob Key, Director, General Services Mr. Louis Lassiter, Asst. County Administrator Sheriff Karl Leonard, Sheriff's Department Ms. Mary Martin Selby, Dir., Human Resource Services Mr. Jeffrey L. Mincks, County Attorney Ms. Chris Ruth, Interim Dir., Public Affairs Chief Edward L. Senter, Fire Department Mr. Scott Smedley, Dir., Environmental Engineering Ms. Sarah Snead, Dep. County Administrator, Human Services Mr. Scott Zaremba, Dir., Human Resource Programs Mr. Holland called the regularly scheduled meeting to order at 6:00 p.m. 1. INVOCATION Pastor Nathan Decker, Ivey Memorial United Methodist Church, gave the invocation. 2. PLEDGE OF ALLEGIANCE Sheriff Karl Leonard led the Pledge of Allegiance. 14-137 03/10/14 3. WORK SESSIONS 3.A. PROPOSED FY2015 BUDGET 3.A.1. COUNTY ADMINISTRATOR'S PROPOSED BUDGET Mr. Stegmaier was pleased to introduce the proposed budget for FY2015. He expressed his appreciation for the Board's support in providing guidance and setting forth the priorities for the proposed plan, and more importantly for the Board's steady hand of fiscal guidance that has positioned Chesterfield for the successes we have realized over the recent years: strong economic development results, having the ability to continue delivering quality services, and maintaining an overall high quality of life in spite of the challenges laid at our doorstep. He stated moving forward, the county is in a position to advance some of the Board's key initiatives in the proposal including maintaining a high quality education system, revitalizing older schools, public safety and an exceptional quality of life. Mr. Carmody presented a summary of the County Administrator's proposed FY2015 financial plan. He highlighted the outline of the discussion which included a review of the county's approach to financial management; overview of the proposed FY2015 plan; focus on the funding priorities; and the budget calendar and looking ahead to FY2016 and beyond. He reviewed changes to employee benefits relative to VRS retirement benefits, paid time off and health care. He stated the county has the leanest overall cost structure among full-service localities in the state, as well as, the lowest revenue burden. He further stated 94 percent of residents rate their overall quality of life as good to excellent; crime is down 15.5 percent; graduation rate is up to 90 percent which is higher than the state average; and there has been more than $1 billion in business investment since 2007. In terms of the response to the economic downturn, he stated there was a mix of options used to address recent budget challenges - the majority of which were internal facing. He further stated total salaries are up only 3.2 percent (FY09-14), despite 4 percent in cumulative merits, 5.72 percent VRS offset, and public safety initiatives (career development, starting pay increase); there was an increase moderated by eliminating full-time positions and zero-basing salaries; operating expenses were cut by 9.1 percent, including: telephone services ($641k), travel ($715k), operating supplies ($1.6 million), tools and equipment ($782k), furniture/fixtures ($1.1 million), copier contract ($579k), maintenance/other contracts ($2.2 million), and printing services ($502k); also, targeted strategies such as department consolidations, community contract reductions, and debt re-financings. He highlighted the FY2015 financial plan, including nearly 75 percent of the FY2015 budget growth being dedicated to public safety and education; budgets in 5 of 6 other divisions reduced or remain flat to FY2014; no net increase in staffing levels; FY2015 operating budget does not include new revenue; all resources are dedicated to capital needs, primarily in schools; and with no new resources, operating initiatives are largely achieved via multi-year phase-in. In regards to public safety, he stated the FY2015 plan allows for opening of the Harrowgate Fire Station; additional patrol officers to aid in community policing, targeted enforcement efforts; continued partnership with John Tyler Community College; a further investment to shore up vehicle and equipment needs in public safety; funding for replacement of police cruisers and medium-duty fire apparatus; and resources for equipment in Police, Sheriff and Animal Control. In regards to schools, he stated the FY2015 plan allows for progress on multiple school fronts, which include new resources for school revitalization J J 14-138 03/10/14 projects and the pay-as-you-go program; targeted pupil-to- teacher ratio reductions; 1 percent merit for school employees; tier one for teacher retirement plan (VRS) restoration; the beginning of multi-year effort to update the division's bus fleet; and the opening of the second career and technical center. He further stated the proposed plan establishes dedicated revenue sources to address other infrastructure issues which include an increase in the vehicle registration fee in order to leverage state funding, continues the Revenue Sharing program for local road funding and establishes a countywide district to finance improvements associated with unfunded Federal TMDL stormwater program. He reviewed benefits of a front-line service focus, stating budget growth is again moderated by reductions in non-front line areas; support functions account for less than 3 percent of overall growth from FY2011-15; staffing profile reduced by nearly 10 percent since FY2009; FY2015 examples headlined by restructuring of county print shop; results in three available positions that are being used to help staff the new fire station; the FY2015 plan includes a 1 percent merit increase for all eligible staff. He then reviewed commodity/service price changes, stating the cost of county services limited to 13.4 percent growth; despite sharp cost pressures for goods and services consumed by local governments (+31.4 percent); and a 12.7 percent increase in county population, continued growth in demand for services. He stated there has been an opportunity for community input and the Board has made transparency a top priority in recent years. He noted the budget development materials have been posted online throughout the process; the FY2014 adopted document is online, as well as, line-item detail by departments is online, and program and service inventory. He stated the FY2015 plan furthers the discussion by providing a more in-depth snapshot of FY16-19. He noted community feedback is crucial to crafting the road ahead. He summarized the presentation by focusing on fiscal stewardship and quality of life, not new concepts in Chesterfield County; the proposed budget strengthens core services, improves quality of life and upholds the county's triple AAA reputation. In closing, he reviewed the upcoming local budget calendar. In response to Mr. Warren's questions, Mr. Carmody stated there is one new position in the Utilities fund for the county overall and about 111 positions for the School division. He further stated equalizing benefits is close to being matched relative to the county and school side. He noted alignment can be achieved by the work being done through both Human Resource staff in county and schools. He stated the Virginia Retirement System Hybrid Retirement Plan is enacted by the state. In response to Ms. Jaeckle's questions, Mr. Carmody stated the proposed CIP in FY2015 Road Revenue Sharing program was $20 million for the with the revisions now proposed, would be $16 million recommended, which is requiring more than just a single year's worth of vehicle registration fees in order to meet that total. He further stated the total of $16 million could be repeated in FY2016, but at a steady rate, under the proposal at $7-$8 million per year. In regards to the Employee Medical Center, he stated the revenue is from departments within the county, not necessarily outside of collective county schools. In response to Mr. Gecker's question, Mr. Carmody stated the VSMP component is separate and is built into the permits and fees revenue, totaling $5.48 million. 14-139 03/10/14 In regards to the proposed 4.6 cent property tax rate increase, Mr. Gecker suggested using some or all of the 3 cents proposed for schools to hire more teachers to reduce the pupil-teacher ratio. He further stated he would consider funding PTR reductions, but part of that would require some agreement or some understanding with the school division that if there were an additional transfer made, it would go towards class-size reduction. In response to Mr. Gecker's question regarding merit increases, Mr. Carmody stated there is more than a 1 percent escalation for Schools in the proposed plan. He further stated Human Resources staff is collectively working with the administrations and equalizing overall benefit packages. In response to Mr. Elswick's question, Mr. Mincks stated the tax rate advertisement does not limit the Board from changing how it spends any tax increase that is approved. Mr. Elswick stressed the importance of laying out a five-year plan that both boards can work towards and agree to building back the school system. Mr. Holland expressed his appreciation to Mr. Carmody for an outstanding and informative presentation. 3.A.2. SCHOOLS' PROPOSED BUDGET Dr. Newsome presented an overview of the School Board's proposed FY2013 budget. He stated the missions of Chesterfield County Public Schools are to support options and opportunities to meet the diverse needs and interests of individual students. He further stated investing in a strong public school system is far more cost-effective than paying for the social and economic consequences of underfunded, low- quality schools. He stated the community supports a strong public education system; safe schools; smaller class sizes; expanded course offerings; quality teachers in every classroom; and college- and career-ready graduates. He reviewed changes in approved funding and full time employees over the past five years. He stated during this period, the net loss in funding was $60 million and the elimination of 483 teaching, staff, and administrative positions. He further stated cuts to COPS funding from 2009 to 2012 was among the deepest in the entire state. He stated cuts were significantly more than any of the other cohort school divisions across the state. He noted mandates and expectations continue to increase while resources have decreased. He reviewed projected needs for FY2015. He stated the School Board's approved operating budget for FY2014 was $534.5 million, which resulted in one of the lowest per-pupil expenditures in Virginia. He further stated the School Board's approved operating budget for FY2015 is $564.98 million. He stated there is acknowledgement that in a time of continued economic difficulties, this is an increase of $30.4 million; however, much of this new revenue will go toward meeting state mandates and community expectations. He further stated despite the funding growth, it is believed COPS will continue to be near the bottom 10 percent in the state in terms of per-pupil funding. He reviewed major changes, which include additional funding for the mandatory increased VRS rate change; annualizing health care and salary obligations; 14-140 J J 03/10/14 workmen's compensation; increased student enrollment; decrease of 0.6 percent in PTR that will be strategically implemented to support schools; and 1 percent salary increase. He stated to help fund PTR and salary changes, there is a reduction of 85 positions through the piloting of outsourcing of custodial services and reduction in warehouse staff. He noted the Board approved a seven-year capital improvement plan; however, action on the FY2015 CIP, in the amount of $20.6 million, will be taken. He stated the budget is about an investment in the community and people who provide key educational services that draw residents to the county, and those students who benefit from the services and grow into contributing, civic-minded community servants. He further stated the investment is about revitalizing our schools and community. In closing, he reviewed a projection of anticipated revenue and expenditures needed to revitalize school operations and to meet the needs of the community in a rapidly changing world. In response to Ms. Jaeckle's question, Dr. Newsome stated transportation was under-budgeted for the last several years. In terms of transportation services offer to youths, Mr. Andy Hawkins stated the Mckinney-Vento Act ensures that homeless children have transportation to and from their school of origin if it is in the child's best interest. He further stated there are several buses transporting youth to different counties throughout jurisdictions. He noted state law restricts transportation of children in vans. He stated leasing of buses would increase the debt load by $1.6 million over a five-year period of time. Ms. Jaeckle expressed concerns relative to the discrepancy in the number of electives offered in schools across the entire county. She also stressed the importance of addressing policies and procedures, in addition to reducing PTR. Dr. Newsome stated each area in the county (elementary, middle and high school) exceeds the PTR in the region. He further stated at the elementary school level, teachers have more preparations. He stated the proposed plan recognizes paying-points, with the desire to reduce across the board to maintain electives. Ms. Jaeckle stated she believes PTR at the elementary school level is much different from the middle/high school level. She stressed the importance of equalizing course offerings in all county schools. Dr. Newsome stated the need is across the board and the question is where to prioritize. In response to Mr. Warren's question regarding the number of additional students in the last three years, Dr. Newsome stated in the first three years of the recession there was a decline of between 100-200 students per year. He further stated last year there was an increase, with the anticipation for the same increase in the upcoming years. In regards to trailers added to offset growth, he stated there has been a slight decrease in the number of county-owned trailers. In response to Mr. Elswick's question, Dr. Newsome stated required expenditure increases within the five-year plan include annualizing of healthcare, student growth and the VRS rate change. 14-141 03/10/14 Dr. Newsome stated the School Board welcomes the opportunity to work with the Board of Supervisors and staff to reach an agreement to better meet the needs of county students. Mr. Holland expressed his appreciation to Dr. Newsome for the informative presentation and continued commitment to excellence. Ms. Jaeckle stated people move to Chesterfield County because of the accredited school system. She further stated there is a huge difference between some schools and other schools due to budget cuts and an overwhelming need to remedy loss of electives. 3.A.3. POLICE DEPARTMENT Colonel Dupuis provided an overview of the changes in the Police Department's budget from FY2014. He outlined the department's mission, vision, core values, significant organizational accomplishments, police activities, calls for service and assists. He reviewed the Police Department's proposed FY2015 budget. He stated FY2015 proposed additions include six new police officer positions, police vehicle restoration funding and equipment restoration funding. He stated new resources requested are seven new patrol officer positions, two full-time civilian positions and three part- time civilian positions. He highlighted some organization accomplishments which include the animal shelter renovations; promotion of community relations - Facebook page; continued partnerships with various organizations; new 911 phone system; automatic call distribution; and maintaining Accreditation with Excellence by Commission on Accreditation for Law Enforcement (CALEA) In closing, he expressed appreciation to members of the Board of Supervisors, the County Administrator and staff for their continued efforts and support. Mr. Holland recognized members of the Police Department, who were in the audience. In response to Ms. Jaeckle's questions, Colonel Dupuis stated there are well over 100 police vehicles with automated external defibrillators on board. He noted there is a goal to further enhance capabilities going forward. In terms of the success of the Crisis Triage Center, he stated hours of time have been saved by staff, and people get the help they need much quicker. He further stated the Crisis Triage Center was funded by a grant that is handled by the City of Richmond in cooperation primarily with Chesterfield Mental Health providers. In regards to Animal Control workload measures, he stated the more Animal Control officers on call, the more injuries are incurred to the officers. In response to Mr. Elswick's question regarding the data for police activities versus calls for service and assists, Colonel Dupuis stated police activities include traffic stops, field interviews, warrants, business checks, directed patrols, neighborhood patrols and traffic enforcement. He further stated calls for service and assists include dispatch police calls, officer initiated calls, desk reports and officer assists. In regards to TASER technology, he stated that technology is being deployed to all uniform operation personnel, which is funded by grant dollars. 14-142 J J J 03/10/14 Mr. Elswick expressed his appreciation for the helpful quarterly crime reports from staff. Mr. Holland expressed his appreciation to Colonel Dupuis for his informative presentation. 3.A.4. FIRE AND EMERGENCY MEDICAL SERVICES DEPARTMENT Chief Senter presented an overview of the changes from the FY2014 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 notable achievements of the department. He highlighted Fire and EMS outstanding needs, which include classroom space (recruit schools, in-service, special operations, and fire brigade); bath/locker rooms; apparatus and equipment storage area (WPE, PAT); physical conditioning area; tactical training tower; and completion of all outstanding planning/zoning requirements (paved parking, curbs, gutters, etc.) He noted the FY2015 proposed budget for the public safety training center completion is $5.5 million. Mr. Holland recognized members of the Fire and EMS Department, who were in the audience. In response to Mr. Elswick's question, Chief Senter stated Medic 2 at Manchester is staffed on weekdays by career staff. 3.A.5. SHERIFF'S OFFICE Sheriff Leonard presented an overview of the changes from the FY2014 budget. He reviewed short-term priorities, which include warrants unit staffing; deputy starting salary; deputy recruitment and retention; deputy vacancies; engaging the community; marketing; and the implementation of TASERS. He reviewed funding requests stating Chesterfield is the only jurisdiction among benchmarks where communications officer pay exceeds deputy pay; a deputy makes 5 percent less than a communications officer (12 percent less than a police officer or firefighter); a deputy is subject to hostile work environment as well as personal danger on a daily basis; and $202k to adjust starting pay to $37,000 and provide $200 per year of service compression adjustment for veteran personnel. In closing, he expressed appreciation to the Board of Supervisors for their continued support. Mr. Holland recognized members of the Sheriff's Department, who were in the audience. In response to Ms. Jaeckle's question regarding entering warrants into the system relative to mental health cases, Sheriff Leonard stated there have been many changes to temporary restraining orders and more attention to getting them into the system in a timely manner. Mr. Warren expressed appreciation for the roles the deputies play in order to protect the Board members during regularly scheduled meetings. In response to Mr. Elswick's question, Sheriff Leonard stated TASER technology could be used in all county courtrooms. 14-143 03/10/14 In response to Mr. Elswick's question, Mr. Carmody stated TASER technology is funded through the proposal, in terms of other capital needs; a closer look can be taken to those priorities. Mr. Holland expressed appreciation to Sheriff Leonard for his informative presentation. 4. ADJOURNMENT On motion of Mr. Warren, seconded by Mr. Elswick, the Board adjourned at 8:16 p.m. until March 12, 2014 at 3:00 p.m. Ayes: Holland, Elswick, Jaeckle, Warren and Gecker. Nays: None. .l~-~i J mes Steg aier ount Administrator 14-144 J J J 03/10/14