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2015-03-09 MinutesBOARD OF SUPERVISORS MINUTES March 9, 2015 Supervisors in Attendance: Mr. Stephen A. Elswick, Chairman Mr. Arthur S. Warren, Vice Chrm. Ms. Dorothy A. Jaeckle Mr. James M. Holland Mr. Daniel A. Gecker Mr. James J. L. Stegmaier County Administrator School Board Members in Attendance: Ms. Carrie Coyner Mr. David Wyman 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. Allan Carmody, Dir., Budget and Management Mr. William Dupler, Dep. County Administrator, Community Development Colonel Thierry Dupuis, Police Department Mr. Rob Key, Director, General Services Mr. Louis Lassiter, Asst. County Administrator Sheriff Karl Leonard, Sheriff's Department Mr. Jeffrey L. Mincks, County Attorney Ms. Susan Pollard, Dir., Public Affairs Chief Edward L. Senter, Fire Department Ms. Cindy Smith, Dir., Risk Management Ms. Sarah Snead, Dep. County Administrator, Human Services Mr. Richard Troshak, Dir., Emergency Communications Mr. Elswick called the regularly scheduled meeting to order at 6:00 p.m. 1. INVOCATION Mr. James M. "Jim" Holland, Dale District Supervisor, gave the invocation. 2. PLEDGE OF ALLEGIANCE Col. Thierry Dupuis, Chief of Police, led the Pledge of Allegiance to the United States of America. 15-134 03/09/15 3. WORK SESSIONS 3.A. PROPOSED FY2016 BUDGET 3.A.1. COUNTY ADMINISTRATOR'S PROPOSED BUDGET Mr. Stegmaier was pleased to introduce the proposed budget for FY2016. He stated this evening the Board will start laying out details of the proposal and will continue doing so in the next few Board meetings. He expressed his appreciation for the Board's support in providing guidance and setting forth the priorities for the plan, and more importantly for their steady hand of fiscal guidance that has positioned Chesterfield for the successes 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 while being good stewards of resources provided. Moving forward, he stated the county is in a position to advance some of the Board's key initiatives as part of the five-year plan that was set in motion last year. He noted the proposal includes maintaining a high-quality education system, revitalizing older schools and neighborhoods, enhancing public safety and improving an already exceptional quality of life; doing so will be done in a very measured manner, cognizant of the challenges ahead. He stated the plan will further advance the county's position of being recognized as a leader in government, a government that others can look to emulate - an organization that understands how, and does, get government right. He further stated the product of the Board's direction, coupled with county employees carrying out that mission, truly demonstrates something to be proud of - we can all be tremendously proud of providing a First Choice community for those who live, work and play in Chesterfield County. Mr. Carmody then presented a summary of the County Administrator's proposed FY2016 financial plan. He opened with the FY2016 plan overview and stated the plan is crafted from a blueprint embedded in the approved five-year plan. He noted the proposed budget is within 0.06 percent of the projected total and accomplishes the full slate of goals in the five-year plan and stated the proposed plan is mindful of the county's tradition of fiscal stewardship. He noted the county remains the lowest cost full-service provider in the state; with an average single-family tax bill for 2015 of $200 below its 2008 level at $0.96. He stated non-public safety staffing is down full positions per 1,000 residents since FY2009. He further stated the five-year plan is built to guide reinvestment in the community and provide a level of certainty about the county's direction and rate environment with an employed incremental approach to control growth and preserve flexibility. He then highlighted figures relative to the FY2016 budget, stating the proposed plan totals $785.3 million, an increase of 2.4 percent and lodges all five-year enhancements. He noted the school division is the largest recipient with 3.4 percent over FY2015. He then reviewed additional reductions to the budget which accommodate other priorities. He stated the proposed plan employs the same real, per capita cost structure as the FY1993 plan, with the cost slightly below the FY2015 level; consequently, reductions are becoming more difficult to identify. He 15-135 03/09/15 9 9 9 highlighted a diverse mix of reductions which include contract savings, debt refinancing, elimination of one-time commitments, department reorganizations/position reductions, leveraging outside resources, process improvements, claim management, and fuel savings. In regards to the FY2016-2020 Capital Improvement Plan, he stated the proposed plan stays true to approved priorities and includes the full $20 million slate of revenue sharing projects for FY2016 with an enhanced emphasis on major maintenance aided by the full 5 percent pay-as-you-go contribution and TMDL funded for FY2016. In regards to a challenging multi-year outlook, the path forward hinges on approach to TMDL. In closing, he stated the proposed budget is in line with the five-year plan and accomplishes the full list of approved goals. He noted the plan does not include any of the resources being discussed at the state; regardless, staff recommends a very careful approach given out -year challenges and recent state revenue variances. In response to Ms. Jaeckle's question regarding the FY2016 proposed plan totaling $785.3 million, Mr. Carmody stated most of the 2.4 percent is tied to funding the five-year plan. In response to Mr. Warren's question regarding projected funding from the state government, Mr. Carmody noted his cautious optimism relative to the $785.3 million total, excluding roughly $2.5+ million incorporated in the Schools' budget. He stated the county has been sending a check, in essence, back to the Commonwealth where there was a $50 million in statewide reduction to the local aid to localities that worked its way back to $30 million statewide impact. He noted the impact to Chesterfield was almost $1.25 million. In response to Ms. Jaeckle's question regarding transportation funding, Mr. Carmody stated part of the funding is going towards $40 million in general obligation bonds, the Meadowville Interchange, and economic development incentive -type expenses. He noted he would provide further information relative to debt service accounting. 3.A.2. SCHOOLS' PROPOSED BUDGET Dr. Newsome introduced Ms. Carrie Coyner, Chairman of the School Board and Mr. David Wyman, Dale District School Board member, who were in attendance. They both expressed their appreciation for the Board of Supervisors' continued support, year-long commitment to education and the importance of maintaining the quality of life for all Chesterfield County residents. Mr. Wyman stressed the importance of remaining efficient in all areas to drive costs where possible. He noted Chesterfield County Public Schools has moved completely into the 21St century and will continue efforts to provide staff members with every resource necessary to do their job to the best of their ability. Dr. Newsome then presented an overview of the School Board's proposed FY2016 budget. He stated the proposed FY2016 budget contains reasons for optimism and can also be characterized by what is does not contain: funding for new initiatives. He further stated the School Board's efforts will focus on providing support for initiatives put in place during the 15-136 03/09/15 past three years. He stated Chesterfield County Public Schools and teachers have been equipped with current technology, engaging teaching -and -learning strategies and a teaching toolbox full of digital, hard -copy and home-grown resources. He highlighted some challenges the school division currently faces, which include increases of socio-economic pressures; constantly evolving technologies; more rigorous assessments; increased staff workload; and per -pupil expenditures remaining in the bottom quartile of the state. He highlighted the overall FY2016 operating budget of $581.1 million which includes five-year plan commitments; expenditure revisions and other cost saving and technical adjustments; changes in service costs; and other division - wide needs. He stated the changes anticipated total $2.3 million in additional revenue from the state, as well as, state sales tax, county contributions, prior -year savings and local revenues totaling $13.8 million. He reviewed highlights from the proposed Capital Improvement Plan which includes $217.1 million of renovated and new school facilities; $40.9 million in major maintenance projects; $60.2 million in technology upgrades and replacement program; $5.2 million to restart a replacement cycle for all school furniture; and $2.5 million to upgrade and enhance school security. In closing, he thanked the Board for their involvement in the budget process and ongoing support. In response to Mr. Elswick's question, Dr. Newsome stated 56 new teaching positions were proposed in the FY2016 approved budget targeted to various grade levels. 3.A.3. POLICE DEPARTMENT, ANIMAL SERVICES AND EMERGENCY COMMUNICATIONS CENTER Colonel Dupuis provided an overview of the changes in the Police Department's budget from FY2015. He outlined the department's mission, vision, core values, significant organization accomplishments, police activities, calls for service and assists. He noted some significant organizational accomplishments, which include medication take -back events throughout the year; active threat tactical rescue training; continued crisis intervention team training; and a private sector partnership with The Hundred Club of Metropolitan Richmond. He then reviewed the Police Department's proposed FY2016 budget. He stated FY2016 additional funding requests include 12 new patrol officer positions; two full-time civilian positions; an Animal Control officer position; a Kennel Master position; and a Senior Office Assistant (part- time to full-time) needed in order to bring the organization inline. In closing, he reviewed the organizational accomplishments of Animal Services and the Emergency Communications Center. In response to Mr. Holland's question regarding community policing, Colonel Dupuis stated the organization is ahead of the curve. He further stated there has always been a community policing philosophy in the department, which works very well for the community. He stated crime prevention and quality of life is a partnership the Police Department has with the public. In regards to the budgeted cost of the additional 12 police officer positions, he stated for six months the cost is estimated at $1.65 million. In regards to the anticipated cost for an Animal Control officer position, he stated the cost would be slightly under $60,000. Mr. Holland expressed his appreciation to Colonel Dupuis for his tremendous efforts and continued excellence. 15-137 03/09/15 9 9 In response to Ms. Jaeckle's question regarding grant funding, Colonel Dupuis stated $695,800 is anticipated within a three-year timeframe; a $277,300 match by the state. He noted those funds already exist in leftover funding from a previous grant. He stated the five officer positions would replace existing police officers with experience who would take over community policing roles. In response to Mr. Gecker's question regarding complaints against officers, Colonel Dupuis stated figures are low in comparison to other localities. He noted most complaints are internally generated. Mr. Elswick recognized Police Department personnel who were in attendance and thanked them for their service to the county. 3.A.4. FIRE AND EMERGENCY MEDICAL SERVICES DEPARTMENT Chief Senter presented an overview of the changes from the FY2015 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 stated with the support of the Board of Supervisors, the Fire and EMS Department accomplished a number of emergency service improvements over the past year. He highlighted Fire and EMS priorities, which include a high -performing workforce; community risk reduction; improvements to emergency response and service coverage; ana improvements to critical infrastructure ana the replacement of outdated equipment. He stated the department's proposed FY2016 operating budget is $53.9 million and includes a reduction in salary and benefit expenses due to retirements over the past year and additional funding to support a 1 percent merit increase for eligible Fire and EMS employees. He noted the proposed FY2016 EMS Revenue Recovery budget remains unchanged from the FY2015 approved level. He stated the County Administrator's proposed budget includes funding that is centrally budgeted for a requested increase in the starting salary for firefighters from $40,000 to $42,000, to keep the department competitive in attracting top talent. He further stated the proposed FY2016 through FY2020 Capital Improvement Program budget includes funding for the following projects: replacement of the public safety radio and computer-aided dispatch systems; replacement of the Fire and EMS station alerting system that is at the end of service life and no longer supported by the manufacturer; major repairs at fire stations; land acquisition for future fire stations; construction of the Airfield Drive extension to help improve response times in the neighborhoods east of the Newby's Bridge Road corridor; and replacement of deteriorated roadways in the fire training areas of the Enon Public Safety Training Center. He noted as we look forward to the next 10 years, there are various issues that will need to be addressed in order to maintain quality services and meet the service demands of the future. In closing, he expressed appreciation to the Board of Supervisors for their continued support of public safety. 15-138 03/09/15 In response to Mr. Holland's question, Chief Senter stated the additional funding request of $500,000 is for Firefighter IV and V position levels, which require additional training and certification to obtain. He noted implementation of procurement can be done incrementally, without changes to the structure. He then highlighted the funding needed relative to advancement of each career step. Mr. Elswick recognized Fire and EMS personnel who were in attendance and thanked them for their service to the county. In response to Mr. Elswick's question, Chief Senter stated the budget recently approved by the General Assembly includes $400,000 in funding in FY2016 to help cover Chesterfield's cost for continuing to provide a flight paramedic around-the- clock for the program. He noted the cost will be $439,000, not quite revenue neutral. 3.A.5. SHERIFF'S OFFICE Sheriff Leonard presented an overview of the changes from the FY2015 budget. He stated the Chesterfield County Sheriff's office is a much diversified organization composed of dedicated and committed individuals all focused on a common cause - to provide the highest level of customer service to everyone, including inmates, and to provide a safe and secure environment within the jail and courts. He further stated the department has undertaken a number of changes in processes, structure, policies, procedures and more to maximize effectiveness and efficiencies. He noted one significant change was reassigning a current operations lieutenant to a safety officer position. He stated retention remains the number one issue, with low starting salary, very limited opportunities for career development, and one of the most demanding work environments, the loss of trained deputies is a concern, especially considering the time and money that is invested in getting a deputy on linea He noted a new deputy position granted today would not result in a deputy reporting to work for duty until March 2016, at the soonest. He highlighted priorities of the department which includes $249,203 to implement deputy salary increase upon completion of initial training phase to $37,100 and provide the ability to address compression for veteran personnel; $273,500 to hire two deputies, one sergeant and two civilian security technicians to address three additional courtrooms; and conversion of a sworn civilian captain position to a full- time lieutenant position to provide oversight to the Office of Professional Standards Section, which includes the Investigative Unit and the Accreditation Unit. In closing, he expressed appreciation to the Board for their ongoing support of the Chesterfield County Sheriff's Office. In response to Mr. Holland's question, Sheriff Leonard reiterated the additional funding request $277,000, which remains unfunded. Mr. Holland commended Sheriff Leonard's tremendous efforts and focus on diversity. He stressed the importance of job reentry processes and hiring practices. He also applauded the outstanding efforts of county deputies and their influences within the community. 15-139 03/09/15 19 9 N OR In response to Ms. Jaeckle's question, Sheriff Leonard stated currently there is not a program in place to assist families/children of incarcerated individuals. Ms. Jaeckle stated increased personnel usually reflect expansion of capital facilities; however, there does not seem to be a mechanism for Police and/or Sheriff personnel that reflects an increase in activities. Mr. Elswick commended Sheriff Leonard for his practices relative to community involvement and the TASER implementation within county jails. He then recognized Sheriff's employees who were in attendance and thanked them for their service to the county. 4. ADJOURNMENT On motion of Mr. Holland, seconded by Mr. Warren, the Board adjourned at 8:12 p.m. until March 11, 2015 at 3:00 p.m. Ayes: Elswick, Warren, Jaeckle, Holland and Gecker. Nays: None. J me gm er Step en A. Elswick ounty dministrator Chairman 15-140 03/09/15 9 9 9