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2016-03-07 MinutesBOARD OF SUPERVISORS MINUTES March 7, 2016 Supervisors in Attendance: Mr. Stephen A. Elswick, Chairman Ms. Dorothy A. Jaeckle, Vice Chrm Mr. Christopher M. Winslow Mr. James M. Holland Mr. James J. L. Stegmaier County Administrator Dr. Marcus Newsome School Superintendent Absent: Ms. Leslie M. Haley 16-85 Staff in Attendance: Mr. Greg Akers, Dir., Internal Audit Mr. Mike Bacile, Dir., Purchasing Dr. Sheryl Bailey, Dep. County Administrator, Management Services Ms. Janice Blakley, Clerk to the Board Mr. Kevin Bruny, Dean, Chesterfield University Ms. Debbie Burcham, Exec. Dir., Community Services Board Mr. Allan Carmody, Dir., Budget and Management Mr. Jonathan Davis, Dir., Real Estate Assessment Mr. William Dupler, Dep. County Administrator, Community Development Colonel Thierry Dupuis, Police Department Mr. Mike Golden, Dir., Parks and Recreation Mr. John Harmon, Real Property Manager Mr. Garrett Hart, Dir., Economic Development Mr. George Hayes, Dir., Utilities Department Mr. Louis Lassiter, Asst. County Administrator Sheriff Karl Leonard, Sheriff Office Mr. Jeffrey L. Mincks, County Attorney Ms. Susan Pollard, Dir., Public Affairs Ms. Kiva Rogers, Dir., Social Services Ms. Mary Martin Selby, Dir., HR Services Chief Loy Senter, Fire and EMS Mr. Scott Smedley, Dir., Environmental Engineering Mr. Jesse Smith, Dir., Transportation 03/07/16 Ms. Sarah Snead, Dep. County Administrator Human Services Mr. Rich Troshak, Dir., Emer. Communications Cente Mr. Kirk Turner, Dir., Planning Mr. Rick Witt, Building Official Mr. Scott Zaremba, Dir., Human Resources Programs Mr. Elswick called the regularly scheduled meeting to order at 6:00 p.m. He noted Ms. Haley's absence from the meeting and stated she has reviewed all of the presentations being presented this evening. 1. INVOCATION Board of Supervisors Chairman Stephen A. Elswick gave the invocation. 2. PLEDGE OF ALLEGIANCE Fire Chief Edward Loy Senter, Jr. led the Pledge of Allegiance to the Flag of the United States of America. 3. WORK SESSIONS 3.A. PROPOSED FY2017 BUDGET 3.A.1. COUNTY ADMINISTRATOR'S PROPOSED BUDGET Mr. Stegmaier was pleased to introduce the proposed budget for FY2017. He stated the budget reflects the Board's challenge and commitment to get government right. He further stated the Board's policies and the county employees' hard work and dedication have brought Chesterfield County national recognition as being the leader in high performance, low cost government. He stated Chesterfield stands far apart from the high profile dysfunction at the top levels of government which have led to the public's understandable mistrust and frustration. He further stated Chesterfield's successes are largely attributable to a simple doctrine - that we exist to serve the needs of the community and that we should do so in an efficient, effective, and transparent manner. He stated the proposed budget is a budget that strengthens core services, enhances overall quality of life, and is balanced within the framework embedded in the approved five-year plan - all at the same real cost per capita as the previous five years and as the county budget of a quarter century ago. He further stated there will be challenges ahead, but county citizens have reason to feel extremely confident in the current roster of leaders that comprise both the Board of Supervisors and the School Board. Furthermore, he stated he has tremendous faith and admiration for the incredible workforce that makes exceptional accomplishments routine, and knows their dedication to serving this community will remain steadfast. And finally, he stated he trusts that county business community and residents - whose commitment and engagement have inspired us and helped make the community 16-86 03/07/16 9 9 F] what it is today - will continue their invaluable counsel and guidance. Mr. Carmody then presented a summary of the County Administrator's proposed FY2017 financial plan. He stated the county is rooted in fiscal discipline as the lowest cost full service locality; debt levels are down nearly 30 percent; general government staffing factor is 9.1 percent below FY2009; and the county is aggressively managing long-term liabilities. He further stated with county population growth, and home sales are leading the region, and there has been $3.2 billion in announced business investment since FY2008; Chesterfield has the largest manufacturing base of any Virginia county; business growth is up 10 percent since 2011, three times the metro area mark; and the sports tourism initiative brought 131,000 visitors, $54 million in economic impact to the region in FY2015. He stated the county budget is consistent with the five-year plan; being 0.05 percent below the planned total when including TMDL; accomplishes the full set of five-year plan goals and is made possible by more than $7 million in savings/reductions and a TMDL funding source; and proposes no changes in the tax rate structure. He noted every plan is subject to change; however, change does not mean to overlook the broad parameters of cost control. He stated the plan recommends adjustments as follows, Jumpstart (Small Business) Program; workload positions; service coordinating staff; Fire staffing plan; restoration of Thursday library hours; additional police staffing; and public safety career development/targeted turnover reduction. In regards to the FY2017 proposed financial plan for the school division, he stated the school budget accomplishes the full, approved five-year plan; headlined by further reductions in class size (focused at K- 12), a 2 percent salary increase, and replacement bus funding; savings in the division allow for some other priorities; though plan is not yet balanced, and there is potential for additional state funding. In regards to the Capital Improvement Plan, he stated the plan is headlined by acceleration of financing for the school revitalization program (down to original 7 years); includes a full $20 million Revenue Sharing program in all years that is dependent on state funding (FY2017-2021); emergency communications system is advancing; and makes some progress on major maintenance, although there still is a gap in maintenance funding. He further stated the budget includes dedicated revenue to comply with the TMDL federal mandate, with a fee based on impervious surface, up to $25 annually for the average single-family home. He stated the fee varies for commercial development, addresses at least the next five years of TMDL costs and is 30 percent funded with existing resources. He further stated the out years of the revised plan include continued investment in front-line areas; 2 percent raises; a $0.96 tax rate; manageable deficit positions in FY2018 and FY2019; larger challenges beyond due to new, scheduled facilities; and there are still key areas not yet addressed in plan. He stated the proposed budget is up 3 percent on a nominal basis; however, on a real, per capita basis, the county cost structure is unchanged flat for the sixth straight year and is on par with FY1993 levels and down 16 percent from FY2009. In closing, he stated the budget is consistent with the five-year plan; the proposed financial plan lowers class sizes, accelerates school referendum, strengthens public safety staffing /coverage, and restores library hours; it addresses TMDL mandate; all at no change in real, per capita cost; and the plan is also mindful of shifting economic sands. Mr. Holland expressed his support of the restoration of Thursday library hours and the Jumpstart (Small Business) Program. He stressed the importance of the $25 annual rate 16-87 03/07/16 for the TMDL fee and voiced his support of the low rate. He stated the debt reduction speaks to a strong cash flow In response to Mr. Winslow's questions regarding the projection in spending for police body cameras, Mr. Carmody stated figures are representative of incremental costs above the costs in the prior years. He further stated no adjustments have been made to the respective areas that may be touching the outputs of body cameras at this point, only in conjunction with the Police Department. Ms. Jaeckle suggested that the Economic Development Department provide a presentation to the Board relative to the Jumpstart (Small Business) Program. Mr. Elswick and Mr. Carmody recognized Budget and Management staff who were in attendance and thanked them for their efforts relative to preparing the budget. 3.A.2. SCHOOLS' PROPOSED BUDGET Lr. Newsome presented an overview of the School Board's proposed FY2017 budget. He stated investing in a strong public school system is far more cost-effective than paying for the social and economic consequences of low -quality schools, noting that according to a recent VCU poll: 71 percent of responders say the amount of funding affects education quality a great deal or quite a lot; 67 percent of respondents say that Virginia schools do not have enough funds to meet their needs; 56 percent of respondents would be willing to contribute more in taxes to increase school funding; and 63 percent of respondents would be willing to contribute more for additional funding targeted to high - poverty, low -performing schools that are working to increase student performance. He stated preparing students for successful futures goes beyond shading in the correct bubble on a state -mandated test. He further stated by focusing on active learning opportunities that are relevant, innovative and engaging, students are challenged with rigorous work and ri�i�i++y 1Gca1-lllc cLPPLucLu_Luii. tie SLazea the transformation is consistent with goals in the strategic plan; consistent with the five-year operating plan; continues strategic, targeted reinvestment; and is constructed with understanding that the public supports more investment in public education. In regards to the five-year plan, he stated the approved budget supports a 2 percent salary increase, 28 new teachers to reduce class sizes, college career readiness, VRS and health care cost increases, and school bus replacements. He further stated some additional priorities include a 1 percent salary increase to help offset increased health care costs; targeted instructional support (reading, ESOL and special education); support for special education in elementary schools; and administrative support in secondary schools. He stated proposed amendments to the Governor's introduced budget may impact state funding to the school division. He further stated Senate amendments would reduce state funding by an estimated $275,000 and the House of Delegates amendments would increase funding by an estimated $2.7 million. He stated the approved CIP continues to consolidate the currently approved nine-year CIP, into a financially manageable seven-year plan for those construction projects approved overwhelmingly by voters in 2013; advances construction funding for the new Midlothian area school to FY2018; recalibrates funding for projects; and continues the school division's commitment to enhancing the security of facilities and the technology used by students. In closing, he thanked the Board for its continued support for reinvesting in county schools and county and school budget 16-88 03/07/16 9 PE 9 staff for their efforts in developing the budget. In response to Ms. Jaeckle's question, Dr. Newsome stated construction for the new Midlothian area high school is to begin in 2018 and the opening is scheduled for July 2019. In response to Ms. Jaeckle's question relative to operating expenses for a new school in the projections, Mr. Sorenson stated the School Board has not finalized their five-year plan. Ms. Jaeckle expressed concerns relative to the language barrier in Bermuda District elementary schools and accommodating changes relative to the increase in Special Education positions. In response to Ms. Jaeckle's concerns, Dr. Newsome stated he does not anticipate a different funding model in the future. He further stated the increase in Autism is a more daunting challenge for school divisions everywhere. He stated the region is working very closely to try and pull resources to help mitigate challenges of the increased number of autistic students. In response to Mr. Winslow's question regarding school start times, Mr. Sorenson stated nothing is projected in the FY2017 budget to address school start times; however, the School Board is looking into the matter and continuing to work to finalize the five-year plan. Mr. Holland expressed appreciation to Dr. Newsome for his efforts regarding budget and service to the county. In regards to the graph referring to the last nine years, he noted the significant decrease in funding over several years which caused the elimination of many positions. He stressed the importance of state funding for education fundamentals and teaching positions. In regards to the Beulah Elementary School replacement, he stated he is committed to bringing construction to fruition. He also spoke favorably of teaching financial literary and the importance of learning how budgets are created, spent and reviewed. Ms. Jaeckle stated she was very pleased to see both the Board of Supervisors and the School Board work in unison relative to the school renovation plan. She further stated the process is a difficult undertaking and deserves recognition. In response to Mr. Elswick's question regarding additional funding for initiatives, Mr. Sorenson stated School staff looked at the base budget and tried to identify items that could be reduced, knowing that the Board had different priorities for funding. He further stated employee contracts were reloaded which resulted in a significant savings, as well as savings in the area of Workers' Compensation, the facilities budget and reduction in expenditures for tuition reimbursement. He stated FY2017 was held flat in projected expenditures for FY2016. In response to Mr. Holland's question relative to additional state funding, Mr. Sorenson stated the General Assembly adjourns next week and staff should have a better idea of the state budget at that time. Mr. Holland stressed the importance of addressing the cash proffer issue in light of the General Assembly's decision. 16-89 03/07/16 Mr. Elswick recognized School staff who were in attendance and thanked them for their efforts relative to preparing the budget. 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 FY2016. He outlined the department's mission, vision, core values, significant organization accomplishments, police activities, and calls for service and assists. He stated policing and community expectations are changing which requires spending additional time with members of the community and working on special projects in order to build trust. In regards to body cameras, he stated the proposal for bid went out last week, with a 30 - day window to allow for possible opportunities. He further stated funding for the program is not currently in the FY2017 proposed budget or any additional funding requests because savings were incurred through fuel, as well as utilizing funds from the seasoned asset program. He noted the phased -in program will include 125 body cameras. He then reviewed organizational accomplishments, awards and recognition of Animal Services and the Emergency Communications Center. In regards to changes in crime from 2013 to 2015, he stated burglary is down 9.5 percent and assault is down 6.1 percent. He further stated total criminal offenses are up 6.6 percent and heroin overdoses are up 130 percent. He stated there have been several group meetings and special initiatives started to address the epidemic of heroin abuse. In response to Ms. Jaeckle's question, he stated initially property crimes feed and increase heroin and drug use. In regards to neighborhood patrols, he stated neighborhood patrols went down in 292 in the top 500 patrol locations from the previous year; 124 locations have realized decreases two years in a row; and 63 locations have' realized decreases three years in a row. He then reviewed the Police Department's proposed FY2017 budget. He stated FY2017 additional funding requests include new patrol officer positions; sergeants for school resource program; civilian positions; replacement light bars; software and hardware upgrades; professional health services; one kennelmaster position; overtime to supervise sheriff's workforce; and additional operating funds needed in order to bring the organization inline. Mr. Holland applauded Colonel Dupuis for his dedicated service and tremendous efforts. He also commended Ms. Debbie Burcham for her efforts relative to mental health services and her collaboration with the Police Department. In response to Mr. Holland's question regarding the Emergency Communications Center workload measures, he stated the goal to process priority one calls is within 90 seconds. He further stated calls for service will continue to increase; however, the additional funding should help offset those demands. In terms of the need for additional officers, Colonel Dupuis stated the ability to hire new officers is a challenge and the number of officers needed in order to feel comfortable would be an additional 73 police officers. He noted he would be unable to staff all of those positions at this time. He stated he would be more comfortable with 14 additional positions per year to accommodate growth needs. In regards to retirement, he stated there is a large group of individuals who are currently eligible for retirement. He further stated this fiscal year so far 10 retirements have occurred. Mr. Holland stressed the importance of increased funding for 16-90 03/07/16 9 9 9 the replacement of software and hardware upgrades for the Emergency Communications Center. In response to Ms. Jaeckle's questions, Colonel Dupuis stated there are currently 28 recruits in the police academy. He further stated 40 recruits are anticipated to participate in the June police academy. He stated the department's goal is to run three academies throughout the course of a year as well as run continuous recruitment. He noted there are currently 22 vacancies as of today and stressed the importance of accommodating for employee turnover and county growth. In regards to the additional funding request for overtime to supervise the Sheriff's workforce, he stated funding can be provided to the Sheriff's Office to fund a supervisor's position. In response to Mr. Winslow's question, Colonel Dupuis stated funding for three additional officers for July 2016 are for 12 months as opposed to six months for funding for three additional officers for January 2017. He noted the January positions are not new positions, but earmarked for overstaff. In response to Mr. Holland's question, Colonel Dupuis stated figures associated with additional officer positions account for salary, as well as capital funds. Mr. Elswick recognized Police Department personnel who were in attendance and thanked them for their service to the county. Ms. Jaeckle stressed the importance of outreach to gain an assessment of activities in neighborhood dwellings. She noted citizens are very appreciative of those services. 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, the department continued efforts to update critical equipment by replacing the fire engine at the Buford Fire Station, the ladder truck at the Dutch Gap Fire Station and ambulances at the Chester, Manchester, Bensley and Bon Air Fire Stations. He further stated the department also completely replaced the inventory of aging self-contained breathing apparatus, with new state-of-the-art equipment providing improved protection for firefighters operating in harm's way. He stated by fiscal year 2021 the population is projected to grow by approximately 3 percent, while the Fire and EMS call volume is anticipated to increase by 29 percent and will be approaching 50,000 incidents annually. He further stated over half of the department's existing fire stations are 30 years of age or older and nearly a third are over 50 years of age. He stated the department's annual maintenance 16-91 03/07/16 and repair costs have increased by 61.8 percent over the past five fiscal years. He further stated other stations ranging between 20 and 40 years of age are in need of major renovations to extend their service life and meet changing service demands and workforce needs. He stated consistent with the previously approved 5 - year plan, the proposed FY2017 budget includes $228,000 to hire and train an additional three firefighters to sustain 24-hour ambulance coverage from the Manchester Fire Station to an area of the county with high EMS call volume. He further stated the proposed FY2017 Capital Improvement Plan includes $8.3 million to support the replacement of the 800 MHz radio system; $25 million to support the replacement of the computer aided dispatch system; $1.3 million to support the replacement of fire station alerting system; $2.9 million for major station repairs; $1.5 million to support repairs and temporary facility needs at the Enon Public Safety Training Center; $3.6 million to support the extension of Airfield Drive to reduce response times along the eastern side of the Newby's Bridge Road corridor; and $1 million to support land purchases for future fire stations. He stated the proposed CIP also includes funding for the design and construction of the Courthouse Road/Route 288 fire station and the replacement of the aging Midlothian Fire Station at a better location at the intersection of Midlothian Turnpike and Charter Colony Parkway. In closing, he thanked the Board of Supervisors for their continued support of public safety. In response to Ms. Jaeckle's question, Chief Senter stated the North Woodlake Station is not currently in the Capital Improvement Plan. He further stated Station 7 in Clover Hill serves that particular area at this time. He stated construction for fire stations approved in the 2004 bond referendum are fifteen years behind. He stated Station 24 is shared with the Manchester Volunteer Squad and Courthouse/ Route 288 will be Station 22. He further stated Station 22 will have the greatest impacts on the whole system. Mr. Holland commended Chief Senter for his presentation and stressed the importance of accommodating the changing demographics in the county and focusing services on citizens who are 65 years of age or older. He stated he is pleased with the results of the Harrowgate Fire Station. In response to Mr. Holland's questions, Chief Senter stated ideally to meet demands of existing fire stations, the department would need an additional 42 firefighters. He further stated six positions are requested each year to maintain a solid staffing factor. Mr. Holland also stressed the importance of the county's cash proffer policy relative to quality of construction. In response to Mr. Holland's question regarding a fire station for The Highlands, Chief Senter stated a station is not currently in the Capital Improvement Plan; however, it is 16-92 03/07/16 9 1E M recommended in the Comprehensive Plan. In response to Mr. Elswick's questions, Chief Senter stated the Midlothian station replacement has been in the department's funding request since 2011. He further stated Midlothian volunteers were disbanding and there were plans for a change in ownership. He stated the ability to provide essential services in the Midlothian area was the driving force to get the station replaced. He further stated there has been exponential growth in areas of the county where appropriate resources are needed and construction of approved stations is so far behind schedule to meet those demands. Ms. Jaeckle stated by relocating the Midlothian station a quicker response time would be made to a large number of residents residing in the western part of the county. Mr. Elswick and Chief Senter recognized Fire and EMS personnel who were in attendance and thanked them for their service to the county. In response to Mr. Holland's question regarding the upgrade of the part-time revenue recovery specialist position to full-time, Chief Senter stated the ICD codes are requiring an increase of documentation and workload. In response to Mr. Elswick's question relative to funding for the CADS/Mobile Data System, Mr. Carmody stated that item is not an additional funding request and has been funded over a multiyear period in conjunction with the 800 MHz Radio System. 3.A.5. SHERIFF'S OFFICE Sheriff Leonard introduced Sergeant Gerard Thomas to begin the budget presentation. Sergeant Thomas presented an overview of the accomplishments of the Sheriff's Office. He stated each year the department gives thousands of hours to nearly one hundred separate events and participateS in these events side by side with thousands of neighbors and friends. He further stated in FY2016, the Sheriff's Office continued a commitment to community service, fiscal responsibility, veteran hiring and combating recidivism. He stated the Sheriff's Office committed to 2,253 community service man hours and had contact with 63,077 citizens during various community events. Sheriff Leonard then presented an overview of the changes from the FY2016 budget. He stated fiscal responsibility is just not the manner in which funds are spent, but also identifying when the allocated funds should not be allocated. He then reviewed various cost savings of the department which include the cancellation of the previously approved and funded video visitation project; conversion of all new vehicles to propane fuel supply; and the savings of overworked air conditioning units. He stated the Sheriff's 16-93 03/07/16 Office has been able to significantly reduce the annual recurring licensing fees associated with deputy recruit applicant testing without sacrificing quality of product by identifying and changing to a different vendor. He further stated strategic staffing is phased in partial implementation of new and more economical civilian security specialists which assist with courthouse building security allowing for deputies to perform sworn duties and provide courtroom security. Although the Sheriff's Office has been committed to doing more with less, he stated there are critical funding shortfalls that must be addressed. He further stated currently one deputy oversees as many as 90 inmates and up to six housing units. He stressed the importance of having ample staffing to ensure rapid response to incidents. He then highlighted additional funding requests which include the conversion of Records Room to 24-7 operation; increasing the nursing contract by two positions; adding 2 deputies to civil process unit; adding one full-time sergeant in the Office of Professional Standards; adding three new vehicles to the sheriff fleet; the mandated annual TASER Recertification Program; adding two full-time and two part-time security technicians; expanding the Career Development Program; and adding vehicles to County Lease Program. Mr. Holland applauded Sheriff Leonard and his team for their commitment to veterans and involvement with community service programs. In response to Mr. Holland's questions, Sheriff Leonard stated his department is currently working with John Tyler Community College and with Virginia Commonwealth University to recruit individuals through internship programs. In regards to the number of current inmates, he stated there is a cap of 350 inmates. He further stated 730 are now incarcerated at Riverside Regional Jail. In regards to vehicle mileage, he stated deputies' travel up and down the eastern part of Virginia. In regards to funding requests, he stated budget priorities are ranked in accordance to the highest demand. In regards to state funding, he stated fees collected for civil process papers have been capped; however, he plans to address the General Assembly to change legislation in order to help offset some costs. He noted the department is having trouble hiring and retaining employees. Mr. Holland asked Mr. Carmody to provide Board members with details of funding provided by county to FeedMore and the funding that FeedMore provides to the Chesterfield Food Bank. In response to Mr. Winslow's question, Sheriff Leonard stated there were 11 graduates from the last academy with a loss of three before graduation. He further stated the reason for dismissal is due to performance, firearms, etc. In response to Mr. Winslow's question, Dr. G. Montovanni Gay stated a housing unit has been identified in order to place individuals with heroin and other drug addictions and treat them with detox and behavior cognitive therapy. In response to Ms. Jaeckle's question regarding the Emergency Communications Center, Sheriff Leonard stated the state police mandates that the ECC is manned 24/7. He further 16-94 03/07/16 9 1E 9 stated when the Record Room closes at 5 p.m., those responsibilities are transferred to the ECC. He stated the full.amount of paperwork is not being entered after the close of business. He further stated the MOU was for an unsupervised workforce; however, Animal Services is very shorthanded and inmates require constant supervision. In response to Mr. Elswick's questions, Sheriff Leonard stated the county jail has a maximum capacity of 450 inmates; however, with the agreement with Riverside Regional Jail, no more than 350 inmates are allowed. He further stated it costs $126 per inmate at the county jail versus $40 per inmate at Riverside Regional Jail. He stated only eight hours of service per week is allotted for mental health services and treatment. In regards to the TASER program, he stated a reduction in Workmen's Compensation was attributed before the implementation of the TASER program; however, it does have a part for continuing savings in the future. In regards to civil process, he stated there is an option to outsource to civil paper servers; however, most of the papers served are prohibited by law of using a contracted service. In regards to funding being provided by the Comp Board for additional deputies manning the courtroom, he stated there is possibility; however, the Comp Board will make a final decision in May. Mr. Elswick 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 Ms. Jaeckle, the Board adjourned at 9:18 p.m. until March 9, 2016 at 3:00 p.m. Ayes: Elswick, Jaeckle, Winslow and Holland. Nays: None. Absent: Haley. - JzLk�- mes J egm er Step en A. Elswick ounty Administrator Chairman 16-95 03/07/16 9 F! W,