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03-11-2002 MinutesBOARD OF SUPERVISORS MINUTES March 11, 2002 Supervisors in Attendance: Mr. Kelly E. Miller, Chairman Mr. Arthur S. Warren, Vice Chrm. Mr. Edward B. Barber Mrs. Renny Bush Humphrey Mr. J. L. McHale, III Mr. Lane B. Ramsey County Administrator Staff in Attendance: Colonel Carl R. Baker, Police Department Ms. Rebecca Dickson, Dir., Budget and Management Ms. Lisa Elko, Clerk Chief Steven Elswick, Fire Department Mr. Bradford S. Hammer, Deputy Co. Admin., Human Services Mr. Donald Kappel, Dir., Public Affairs Mr. Jeffrey L. Mincks, Deputy County Attorney Mr. James J. L. Stegmaier, Deputy Co. Admin., Management Services Mr. M. D. Stith, Jr., Deputy Co. Admin., Community Development 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. Miller called the regularly scheduled meeting to order at 6:10 p.m. 2. WORK SESSIONS - FY2003 PROPOSED BUDGET INCLUDING PRESENTATIONS FROM= Ms. Dickson provided a brief update of possible FY2003 state budget impacts in the areas of education;. House Bill 599 funding; Wine/ABC profits; Constitutional Officers salary increase; Constitutional Officers reductions; Office on Youth; Drug Court; Project Exile; Substance Abuse Reduction Effort (SABRE) funding; Health Department; Libraries; Virginia Juvenile Community Crime Control Act (VJCCCA); Social Services; Healthy Families; Mental Health/Mental Retardation/ Substance Abuse; and the Juvenile Detention Home. Mrs. Humphrey requested that Ms. Dickson provide the Board with information relative to state funding provided by the General Assembly to each of the non-profit organizations that typically receive funding through the county's budget. Ms. Dickson introduced Mr. W. M. "Rusty~' Sirles, Chairman of the Social Services Board. Vice 02- 156 o /ss/o2 Mr. Sirles recognized members of the Social Services Board who were present at the meeting. He then introduced Ms. Snead to present Social Services' FY2003 proposed budget. 2.A. SOCIAL SERVICES BOARD Ms. Snead presented an overview of the FY2003 proposed budget for Social Services. She reviewed several success stories of the department and expressed appreciation to Ms. Patricia Kizzie, Assistant Director of Social. Services for Finance and Administration, for the successful implementation/ coordination of the federal Revenue Maximization Partnership Initiative which has resulted in the receipt of over $500,000 in additional revenue to-date. She discussed the Electronic Benefit Transfer initiative and stated that the implementation date for using debit cards to purchase food products is May 1, 2002. She reviewed potential state budget reductions which will severely impact the level of service provided by the Social Services Department, and stated that the fiscal impact of revenue reductions is Social Services' most critical issue. She stated[ that the department is requesting funding of two critical needs: 1) an additional supervisor for foster care and adoption services because of increased technical and legal requirements; and 2) a funding reserve that could be utilized to offset significant fiscal reductions. She expressed concerns that there is a waiting list for child day care. She requested the Board's support for expansion of the Wagner Building in the Capital Improvement Program to address the department's critical need for additional office space to effectively service its customers. She expressed appreciation to various individuals and county departments for partnering with Social Services in an effort to meet the department's 'vision of being the leader in providing exceptional, innovatiw~ social services. Mr. Barber expressed appreciation to Ms. Patricia Kizzie for her efforts in the Revenue Maximization Partnership Initiative. Mr. Miller thanked Ms. Snead for the presentation. informative 2.B. POLICE DEPARTMENT Colonel Baker came forward to present the Police Department's FY2003 proposed budget. He stated that the Citizen Satisfaction Survey revealed an increase in citizens' perception of safety. He reviewed initiatives relative to the department's goal of estab]Lishing, maintaining and enhancin~ community partnerships which help ensure a safe community, and stated that 17,245 wolunteer hours resulted in a savings of $362,145 to the county. He then reviewed initiatives relative to the department's goal of maximizing operational efficiency and delivering excellence in customer service. He reviewed the number of calls and assignments from 1996 through 2001; suspicious calls from January 2001 through January 2002; average police response time for life threatening calls from 1997 through 2001; and a comparison with other jurisdictions of cost per capita during 2000 for law enforcement services. He then reviewed the Incident Based Reporting (IBR) Group A clearance rates and the IBR Group A incident rates per 100,000 population from 1999 through 2001, and stated that the seven percent increase in the IBR Group A clearance rate over the past two years is one of the highest increases throughout the country. He reviewed various statistics relative to accidents, injuries and fatalities as a result of motor vehicle operation. 02- 157 o3/ss/o2 Discussion ensued relative to intersections in the county which generate the heaviest number of motor vehicle accidents. Mrs. Humphrey requested that Colonel Baker provide the Board with statistics relative to the number of motor vehicle accidents at county intersections. Colonel Baker reviewed statistics relative to educating citizens about crime awareness and prevention. He then reviewed financial activity of the department and stated that the Police Department's proposed FY2003 budget totals $33,514,500. He reviewed major issues including maintaining a viable workforce; increasing traffic problems; threat of terrorism; increasing illegal drug activity; increasing juvenile crime arrests; population growth; and increasing property crimes. Mr. Miller requested that Colonel Baker provide the Board with statistics from the past five years relative to juvenile crime arrests. Discussion ensued relative to possible federal and/or state funding of terrorism initiatives. Colonel Baker reviewed Animal Control's proposed FY2003 budget. He stated that the quality of service to citizens has been enhanced by allowing Animal Control Officers to sell dog licenses from their vehicles. He reviewed the number of calls for service from 1998/99 through 2001/02 and initiatives to increase the animal adoption rate. He stated that the number of volunteer man-hours increased dramatically during 2001. He reviewed the number of animals impounded and the number adopted from 1996/97 through 2001/02. He stated that Animal Control has partnered with the Chesterfield Humane Society to construct a spay/neuter clinic. He reviewed financial activity of Animal Control and stated that the proposed FY2003 budget totals $926,100. Mr. Miller thanked Colonel Baker for his presentation. informative Mrs. Humphrey displayed a sample dog bootie made at a sewing shop in Duluth, Minnesota, and indicated that the booties were worn by the K-9 search and rescue dogs in New York City following the terrorist events of September 11, 2001. 2.C. FIRE AND EMERGENCY MEDICAL SERVICES Chief Elswick came forward to present an overview of the Fire and Emergency Medical Services (EMS) Department's proposed FY2002 budget. He reviewed accomplishments over the past year and stated that, since completing the Volunteer Recruitment and Retention Plan and hiring a Volunteer Recruitment and Retention Coordinator, over 80 referrals have been made to the volunteer fire companies and rescue squads, and 15 of the 80 referrals have become active members. Mr. Warren commended Chief Elswick for Fire and EMS recruitment efforts, and questioned the potential for state funding of recruitment efforts to improve rescue squads and emergency medical service. Chief Elswick continued to review accomplishments over the past year and stated that the department,s major focus for 2003 will include successful implementation of revenue recovery; implementation of the EMS Quick Response Vehicle Program; development of an Organizational Succession Plan; opening the Winterpock Fire/EMS Station; beginning 02- 158 o /z /o2 construction on River's Bend Fire/EMS Station; starting design of the Courthouse Road Station; supporting volunteer recruitment and retention efforts; institutionalizing the Organizational Business Plan; and replacing the Breathing Air utility vehicle. He stated that the replacement Breathing Air utility vehicle will be funded through donations and the sale of used fire apparatus. He reviewed organizational challenges including staffing levels; maintaining volunteer Fire and EMS involvement at current levels; determinin9 future service levels; meeting the six-minute response goal; aging workforce; changing population; impact of terrorism; and obtaining qualified personnel. Discussion ensued relative to Mr. McHale's suggestion to start a Fire and EMS curriculum at the Vocational-Technical Center. Mr. McHale stressed the importance of providing information to students while they are still determining career paths so that they can take advantage of opportunities to receive the necessary skills, and indicated that this is an excellent means of addressing the challenges of an aging workforce. Chief Elswick requested that Mr. McHale provide him with information relative to his employer's (Dominion Resources Services) recruitin9 initiatives. He then reviewed the value of property lost due to fire and the average Fire/EMS response time from FY1996 through FY2001. Discussion ensued relative to benclhmarking the Fire and EMS Department's performance measures with other jurisdictions. Chief Elswick reviewed death rates from unintentional injury from 1996 through 1999. When asked, Chief Elswick stated that he would provide the Board with information relative to the increase in death rates from unintentional injury durin~ the calendar year 1997. He reviewed annual responses utilizing volunteer fire apparatus staffing. He noted that EMS continues to be the bulk of the department's workload. He reviewed countywide EMS responses for 2001 and stated that the department's goal is to have an EMS unit on the scene of Priority 1 EMS calls in 6 minutes or less 90 percent of the time in the urban corridor. He stated that the department only met this goal 44 percent of the time in 2001, and indicated that the department will focus on increasin~ this statistic. He further stated that EMS System challenges include increased call load; response times; apparatus staffing; maintaining volunteer participation; and quality assurance. He stated that the department's FY2003 proposed budget totals $30,425,500 and noted that $1~.766,700 in revenue is anticipated for FY2003. He further stated that the increased budget represents 18 new firefighters as well as operating costs for the Winterpock Fire Station; a three percent merit increase and Public Safety Pay Plan implementation; career development positions for FY2001; a quick response EMS vehicle; nine new firefighters and an additional firefighter at three stations; two additional Medflight Paramedics; and funds for volunteer revenue recovery issues. He stated that Chesterfield's cost per capita is only $108.34, compared with Richmond at $152.12 and Henrico at $111.77. Discussion ensued relative to the March 13, 2002 agenda item to award a contract to Diversified Ambulance Billing, Incorporated for the provision of ambulance billing services. When asked, Chief Elswick stated that Diversified Ambulance Billing submitted the low bid for ambulance billing services and was the unanimous choice of all members of the bid review committee, which included the county's Internal Auditor, and the Chairman of the EMS Advisory Council who is also 02- ~59 o3/s /o2 President of Forest View Volunteer Rescue Squad. He noted that the EMS Advisory Council unanimously endorsed Diversified Ambulance Billing as the provider of EMS billing services for the county. Mr. Warren expressed concerns relative to the contract period and the potential for holding Diversified Ambulance Billing to a 7.5 percent collection fee. Chief Elswick stated that the agreement shall remain in effect for a period of one year or as otherwise mutually agreed upon and negotiated by Purchasing and the County Attorney's Office during which the scheduled fee of 7.5 percent will remain unchanged. He further stated that either party may terminate the agreement with 60 days written notice. Mr. Warren encouraged tightening of the procedure for writing off bad debt so that no questions arise relative to favoritism or lack of attempted collection. He suggested that staff from Budget and Management and the Treasurer's Office also be involved in the bad debt write off process. Chief Elswick stated that ability to pay for emergency medical services will follow the same criteria as the Community Services Board, and indicated that debt collections will be determined by the Treasurer's office. Mr. Miller expressed concerns relative to identifying aging and special needs citizens and determining how they can best be served. Chief Elswick stated that the Fire and EMS Department has a number of programs involving senior citizens. Mr. Miller stated that he feels an education program involving neighborhoods and civic associations would be helpful for at-risk citizens. He further stated that he would like to discuss this issue further with Chief Elswick. 3. NEW BUSINESS CONSENT ITEM 0 CANCELLATION OF PUBLIC HEARING REGARDING PROPOSED ORDINANCE AMENDMENTS RELATING TO PLANNING FEES Mr. Barber expressed concerns that the Planning Commission did not entertain the County Administrator's proposal relative to planning development review fees. Mr. Ramsey stated that because the Board of Supervisors did not direct the Planning Commission to consider his recommendation, the Commission is not obligated to hold a public hearing on the fees at the recommended level. He further stated that the Commission has chosen to advertise and hold a public hearing at a much smaller level of increase. He stated that, as the budget is considered, he hopes the Board will still consider his recommendation and direct the Planning Commission to hold a public hearing on his recommendation. Mr. Barber questioned why the Board is not being presented a comparison of the County Administrator's recommendation and the Planning Commission's recommendation to make its decision during the course of the budget process. Mr. Ramsey stated that the Board cannot adopt a fee until the Planning Commission holds a public hearing and makes a 02- 160 o3/ z/o2 recommendation to the Board. He further stated that, if the Board sent a directive at its April 10, 2002 meeting to the Planning Commission to hold a public hearing relative to the County Administrator's recommendation, there should be sufficient time for the Board to hold a public hearing before the beginning of the FY2003 fiscal year. When asked, Mr. Mincks stated that, if the Board directed the Planning Commission to hear the County Administrator's proposal, the Commission would be required to advertise and hold a public hearing at the levels recommended by Mr. Ramsey, but could make their own recommendation for lower level fees. Mr. McHale suggested that, at its March 13, 2002 meeting, the Board direct the Planning Commission to consider Mr. Ramsey's proposal, rather than waiting until the budget is adopted. Mr. Warren stated that he wants to speak with Mr. Russ Gulley, Clover Hill Planning Commissioner, to determine the reasoning behind the Planning Commission's recommendation. Mr. Barber expressed disappointment that the process has not allowed the Board to receive both recommendations and the reasoning behind each. Mr. Miller stated that he agrees with Mr. Barber. Mrs. Humphrey stated that the Board requested that the County Administrator prepare a budget consistent with the county's financial policies. She further stated that, although she respects the duties and recommendations of the Planning Commission, she feels the County Administrator's proposal should be considered by the Commission. She stated that, because of state budget shortfalls, staff is looking for alternatives to continue the level of service that citizens expect, and questioned the profound difference in the two proposals. Mr. Barber stated that the County Administrator had recommended over time that 80 percent of the cost of the planning review process be recouped. He further stated that the Planning Commission's argument is that the costs have escalated because of the Board's requirements for additional public input, public notification and community meetings, indicating that they feel 47 percent of the fees should be collected from the applicant. He stated that a side-by-side comparison of the two recommendations would be very helpful in the Board's decision. Mr. McHale stated that the Board is not prohibited from considering the County Administrator's recommendation. He further stated that additional action would have to be considered by the Planning Commission after adoption of the budget before the Board could hear the recommendation and adopt amendments to be effective July 1, 2002, and indicated that it would be appropriate for staff to present both proposals to the Board. It was generally agreed that the Board would consider an agenda item at its March 13, 2002 meeting to direct the Planning Commission to consider the County Administrator's recommendation and this would allow ample time for the Board to hold a public hearing and consider both recommendations prior to fiscal year 2003. Mr. McHale then made a motion, seconded by Mr. Barber, for the Board to cancel the public hearing set for March 27, 2002 to consider proposed ordinance amendments relating to planning fees. 02- 161 o3/ss/o2 Ayes: Miller, Warren, Barber, Humphrey and McHale. Nays: None. Mrs. Humphrey requested that the Board be kept apprised of the Planning Commission's actions relative to the issue. 4. ADJOURNM]gNT On motion of Mr. McHale, seconded by Mr. Barber, the Board adjourned at 7:52 p.m. until March 13, 2002 at 3:30 p.m. Ayes: Miller, Warren, Humphrey, Barber and McHale. Nays: None. L~'r~ B. Ram~e¥ ~ County Administrator 02- 162 03/11/02