05-26-77 PacketPresent
Mr. E. Merlin O•Nei11,. Chairman
Mrs. Joan Girona , Vice Chas Y+�
Mr. J. Ruffin Appersora
14r. C- T- Boolanara
Mr. Garland Dodd
Mr. C. G. Marauel, Tnterim Co. Arlrndr+.
VTRGTNTA: At an adjourned meeting
of the Board of Supervisors of
Chesterfield County, held at the
Courthouse on May 26, 1977 , at
9:30 a.m.
Also Present
Mrs , Joan Dolezal , Secretar_y
Mr ._ Robert Galusha , Dir, of Personnel
Dir. E�**•P�- Hodge, Dir, of Data Processing
Mr. Steve Micas, Coaaaty Attorney
DZz. W. Lycra Wingfield, Asst. to Co. AcUnix..
The meeting is called to order at 9:4oa.m. by Mr. O•Nei11
Mrs . Girona states haat as at member o£ the Personnel Committee , it
was their recommendation that the pay scale for the Fire Chief
and Police Chief should be- upgraded from Grade 29 to Grade 31 with
an additional increase at this time. She adds that when the County
enacted the pay scale it was knows that some categories would have
to be changed and because o£ the 24 hour availability o£ these two
men, the large staffs that have to be supervised, the highly trained
and qualified men in the positions and the emergency situations that
have to be dealt with they deserve what is recommended _ Mr _ Appersora
states tae is not concerned with the pay grade being upgraded but he
does not feel the extra raise should be considered because it was not
included in either department's budget , it could be setting a
precedent £or others and tae feels no methodology was --used ira deter-
mining which department heads pay scales should be increased .
Mr. Dodd states tae understands Mr. &pperson•s feelings and tie, too,
agrees this should have been done at budget time, He adds that
these two men do a fine job and should have some consideration
though .
M=. Apperson states tae agrees they do a fine job and he agrees witty
raising the pay scale but not including an extra raise at this time.
He states he would like to have this matter deferred until all members
of the Board are present and so makes the motion. There is no second
to the motion.
Ayes: Mr. Apperson.
Nays: Mr. O'Neill, Mrs. Girona and Mr. Dodd.
Tt is on motion or Mr. Dodd, seconded by Mrs, Girona, resolved that
the positions of Fire Chief andPolice Chief be reallocated to Grade
31 from Grade 29, with an additional one step increase effective
June 3-, 1977 , within the present budget 1 -imitations.
Ayes: Mr. O'Neill, Mrs. Gironc>_ and Mr. Dodd,
Nays : Mr. Apperson _
Mr. Galusha presents Mr. Apperson with a copy of guidelines used by
his department in evaluating grades and steps for positions in.the
County.
It is on motion of Mrs, Girone, seconded by Mr. Apperson, resolved that
the following recommendations of the Personnel and Salary Advisory
Committee be and they hereby are approved:
1. That Craig Bryant be granted a two step increase within the
present budget limitations, Effective immediately,
2, That Mrs, Knoop's request to establish a new classification
and position, Serials Clerk, for the Technical Processing Dept,
be denied,
3. That the request of Mrs. Gordon for the reclassification of
a Clerk II position to Assistant Registrar be approved within
the present budget limitations,
4. That payment of overtime for investigators and other personnel
involved in special assignments be approved for the Police
Department provided it is within the present budget limitations
and is effective immediately,
5, That the concept of the Career Development program proposed by
Chief Pittman, details of which will be developed between the
Police Department and the Personnel Department be approved
effective immediately and subject to this being within the ,
7 p"Th� e�b budget l�ati� o—� � � two Sy s 4.,. -p -,o lyy s
6. That the request of Mr. Hodge for an extra pay increase for
be denied,,
Ayes: Mr. O'Neill, Mrs, Girone, Mr.. Apperson and Mr. Dodd.
It is on motion of Mrs, Girone, seconded by Mr, Dodd, resolved that
bid #77-1055-3322 be and it hereby is awarded to Bernhardt & Taylor
Inc, who submitted the low bid in the amount of $1,100 for two
portable witness stands for General District Court.
Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson and Mr. Dodd,
Mr. Wingfield states the County will have to complete the microfilming
program if it accepts the grant in the amount of $10,500 from CETA
and should appropriate the necessary money at this time. Mrs, Girone
states she feels this is the year of the "no", the County does not
have the needed money at this time to appropriate to a new program,
the County is involved in other programs that should be completed before
entering something else, that it will cost $100,000 before the program
is completed, that we would be getting $10,500 of free money which every-
one lanows is not free and will end up costing ten times as much. Mr. Micas states be-
cause of the way the grant application is written, the County must provide the microfilm-
ing capability before accentins,; the grant. Mr. Hodge states the original estimate was
$70,000 and has been reduced now to a cost of $45,O3O, it would be great to catch all the
microfilming up to date for the cost, it will provide readers for
V ded 0 ace He adds
various departments, and it would ree up nee p
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that it should not conflict wit:l.the new .Central Accounting system
that is underway and further that he feels each department could
possibly find $240 from their established budgets to use as a
contribution towards this cost. Mr. O'Neill states the extra space
that would be available is a big incentive because of the tight
quarters experienced by every department,
Mrs. Girone states at budget time this matter was not discussed because
it was not viewed as a priority and that if it was of major importance,
it should have been mentioned, She states there is more important
priorities and makes a motion to rescind the resolution of May 25,
1977, accepting the $10,500 grant from CETA. There is no second to
the motion.
Ayes: Mrs. Girone,
Nays: Mr. O'Neill, Mr. Apperson and Mr, Dodd,
Mr. Dodd states microfilming is needed by the County but he wants
Mr. Hodge to contact department heads and ascertain what amount can
be found. Mr. Apperson states it will never be any cheaper than
it is at this time.
On motion of Mr, Dodd, seconded by Mr. Apperson, it is hereby resolved
that Planned Budget Expense account 12-500-601.0 New Buildings be
reduced by $45,000 and Planned Budget Expense account 12-510-299.0
Microfilming be increased by $45,000 and be it further resolved that
Mr. Hodge and Mr. Manuel are authorized to investigate the possibility
of obtaining necessary funds from the allocated budgets of the various
County departments for this microfilming program,
Ayes: Mr, O'Neill, Mr. Apperson and Mr. Dodd.
Nays: Mrs. Girone.
It is on motion of Mr, Dodd, seconded by Mrs. Girone,'resolved
that $1,100 be appropriated from the Unappropriated Surplus of the
General Fund to 11-140-403.0 Buildings and Grounds, which amount
covers the cost of witness stands for General District Court.
Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson and Mr. Dodd,
It is on motion of Mr, Dodd, seconded by Mrs. Girone, resolved that
this Board go into Executive Session to discuss personnel.
Ayes: Mr. O'Neill, Mrs. Girone, Mr, Apperson and Mr. Dodd.
Reconvening:
It is on motion of Mr. Bookman, seconded by Mr, Apperson, resolved
that this Board adjourns at 5:15 p.m, until 9:00 a.m. on June 8, 1977.
Ayes: Mr. O'Neill, Mrs. Girone, Mr. Apperson, Mr, Bookman and Mr, Dodd.
-3-
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M
MINUTES
PERSONNEL AND SALARY ADVISORY COMMITTEE
1t �
Personnel and Salary Advisory Committee meeting 1:00 P.M., May 13, 1977
MEMBERS PRESENT:
Mr. E.M. O'Neill
Mrs. J.C. Girone
Mr. C.G. Manuel
Mr. R.B. Galusha
AGENDA ITEM #1:
Mr. R. Painter, Director of Utilities Department, requested the
Committee's concurrence to increase Craig Bryant's salary two
steps which constitutes an exception to normal policy, i.e., one
step annually.
DISCUSSION:
Mr. Painter has an Engineer III position vacancy for which we have
been recruiting to fill for some time. He found a well qualified
Engineer II he would like to hire. This provided him an opportuni-
ty to promote William 0. Wright, presently an Engineer II to
Engineer III to fill the existing vacancy. Before he could take
such action he felt it was necessary to increase Craig Bryant at
least two steps (Engineer III) to maintain a proper salary differen-
tial between Craig and Bill. This increase would place Craig and
Ray Birdsong at comparable salaries. Craig and Bill recently took
the Professional Engineer and EIT exam respectively.
COMMITTEE ACTION:
The Committee recommended that the Board of Supervisors approve the
two step increase for Craig Bryant within present budget limita-
tions. This action to be effective on Board approval.
AGENDA ITEM #2:
Mrs. G. Knoop, Director, Library Services, requested the Committee's
concurrence to establish a new classification and position, Serials
Clerk, for the Technical Processing Department of the Chesterfield
County Public Library.
nTSr11sST0N
Although the Committee recognized the need for the service the con -
census was that this service could be performed by better utilizing
existing staff. Consideration should be given to reassessing present
tasks and possibly reclassifying an existing position of comparable
grade.
n
COMMITTEE ACTION:
U
The Committee recommended that the Board of Supervisors deny the
request by Mrs. Knoop.
AGENDA ITEM #3:
Mrs. V.C. Gordon, Voting Registrar, requested the Committee's
concurrence to reclassify her present Clerk II, Grade 3 to an
Assistant Registrar, Grade 10 position.
DISCUSSION:
Due to the increase in population and voter participation, and the
State Election Law staffing guide (three full-time assistant regis-
trars for locality with population 100,000 - 150,000) Mrs. Gordon
feels she is in serious need of an additional Assistant Registrar.
The incumbent of the Clerk II position, by necessity, has assumed the
role of an Assistant Registrar. Mrs. Gordon feels that the clerical
requirements, which are characterized by peaks and valleys, can be
taken care of with part-time help.
COMMITTEE ACTION:
The Committee recommended approval of Mrs. Gordon's request within
present budget limitations.
AGENDA ITEM #4:
Chief Eanes and Pittman requested the Committee's concurrence for
a "promised" salary adjustment by the former County Administrator.
DISCUSSION:
Both Chief Eanes and Pittman advised the Committee that they had
been led to believe by the former County Administrator that he was
to take some action to have their grade -upgraded on the pay plan and,
additionally, to increase their salary accordingly. During the dis-
cussion Mr. Galusha introduced a salary survey of Fire and Police
Chief salaries of surrounding jurisdictions, which indicated that
Chesterfield's salaries were below the mean for these classifications.
COMMITTEE ACTION:
The Committee recommended that the positions in question, presently
allocated to Grade 29 of the Classification and Pay Plan, be re-
allocated to Grade 31, with an additional one step increase effec-
tive June 1, 1977, within present budget limitations.
U
AGENDA ITEM #5:
0
Chief Pittman asked the Committee to consider the following requests:
1. Special consideration for the administration of the current
policy in regard to utilization of excess leave (this item was also
of concern to Chief Eanes);
2. Awarding over -time to Investigators and Officers assigned to
special assignments;
3. Readjustment of Patrolman salaries in order to maintain parity
with surrounding jurisdictions;
4. Additional personnel;
5. Approval of career development concept.
nTCC11CCTnN-
Following a rather lengthy and involved discussion items 1 and 2
were deferred pending further review. Item 3 was of particular
concern to Chief Pittman as the investigative division is currently
conducting an extensive investigation at this time, and due to the
lack of manpower 90 to 105 hours of duty per week is not unusual.
Other jurisdictions (Henrico, Richmond, Petersburg) do pay overtime.
Item 4, request for additional personnel, could not be addressed
adequately until a more accurate assessment of the budget could be
made. Chief Pittman proposed a career development concept for the
Police Department. This was concept only, the details to be developed
at a later date.
COMMITTEE ACTION:
The Committee recommended:
1. That action regarding the utilization of excess leave, and the
readjustment of pay grade for police officers be deferred pending
additional information to be submitted by Chief Pittman;
2. That the request for additional personnel be deferred until such
time that more accurate assessment of the budget can be made;
3. That the Board of Supervisors approve the payment of over -time
to investigators and other personnel involved in special assignments;
4. That the Board of Supervisors approve in concept the Career
Development program proposed by Chief Pittman, details of which will
be developed between the Police Department and Personnel Department.
All actions to be effective on Board approval and within present
budget limitations.
AGENDA ITEM #6:
Mr. E. Hodge, Director, Data Processing requested the Committee's
concurrence to fill current vacancies at starting salaries above
Step II of the appropriate grade, and to award an additional incre-
ment as an exception to existing policy.
DISCUSSION:
Mr. Hodge has three vacancies he is trying to fill, one Computer
Operator III, Grade 14; and two Systems Analyst II, Grade 24. He
had requested that he be authorized to hire at Steps 4 and 5
respectively. As this is an exception to current policy (above
Step 2) it requires Committee action and Board approval. Although
the Committee was sympathetic with Mr. Hodge's need to fill the
vacancies there was equal concern that he was "buying" experience
beyond that required to fill the vacancy. The Committee felt that
some compromise was in order, i.e., hire at a lower scale, and pro-
vide that training considered unique to the operation with current
cadre. The Committee understood that all departments would like to
hire the most experienced person available within existing resources,
however, this is not a practical solution.
As a separate item Mr. Hodge approved a Personnel Action initiated
by his assistant for an additional salary increment for an employee.
This increment would have constituted the second increase within a
seven month period. Employee's salary history is as follows:
a. Employed 9-20-76 at Grade 24, Step;2;
b. Increased to Step 3, 1-1-77.
COMMITTEE ACTION:
The Committee recommended that this increase be denied as the
employee will have realized approximately 10% increase in salary
as of July 1, 1977 since employed.
Mr. R.B. Galusha Mr. E.M. O'Neill
Recorder -Secretary Chairman
AGENDA ITEM #6: %4W
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Mr. E. Hodge, Director, Data Processing requested the Committee's concurr-
ence to fill current vacancies at starting salaries above Step II of
the appropriate grade, and to award an additional increment as an
exception to existing policy.
nT-qrlISgTnN-
Mr. Hodge has three vacancies he is trying to fill, one Computer Operator
III, Grade 14; and two Systems Analyst II, Grade 24. He had requested
that he be authorized to hire at Steps 4 and 5 respectively. As this is
an exception to current policy (above Step 2) it requires Committee action
and Board approval. Although the Committee was sympathetic with Mr. Hodge's
need to fill the vacancies there was equal concern that he was "buying"
experience beyond that required to fill the vacancy. The Committee felt
that some compromise was in order, i.e., hire at a lower scale, and provide
that training considered unique to the operation with current cadre. The
Committee understood that all departments would like to hire the most
experienced person available within existing resources, however, this is
not a practical solution.
As a separate item Mr. Hodge approved a Personnel Action initiated by his
assistant for an additional salary increment for an employee. This incre-
ment would have constituted the second increase within a seven month period.
Employee's salary history is as follows:
a. Employed 9-20-76 at Grade 24, Step 2;
b. Increased to Step 3, 1-1-,77.
COMMITTEE ACTION:
The Committee recommended:
1. That the request to hire a Computer Operator III at Step 4 and
two Systems Analysts II at Step 5 of the pay scale be denied;
2. That the additional merit increase be denied as the employee will
have realized approximately 10% increase in salary as of July 1, 1977
since employed.
Mr. R.B. Galusha Mr. E.M. O'Neill
Recorder/Secretary Chairman
COUNTY of CHESTERFIELD
CHESTERFIELD, VIRGINIA 23832
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Richmond, Virginia 23230
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612 Hull Street
Richmond, Virginia 23224
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218 W. Broad Street
Richmond, Virginia 23220
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PeggY* M. `Firesheets COUNTY OF CHESTERFIELD INVITATION #
Interim Director DEPARTMENT OF GENERAL SERVICES 77-10555-3322
General Services POST OFFICE BOX 40 DATE
CHESTERFIELD. VIRGINIA 4/21/77
Sealed bids, subject to the specifications and conditions contained herein and attached hereto, will be received at the above office until,
but not later than J-0-30 _A M., local Time Prevailing, May 5, 19_2-L, and then publicly opened and read
for Portable witness stands
Your quotation to be considered must be submitted on copy of this Invitation to Bid in the places provided. Bidders must sign this form
and send to the above address with Invitation Number marked on outside of envelope.
Anv bid received after the announced time and date of opening, whether by mail or otherwise, will not be considered.
ITEM
NO.
QUANTITY
UNIT
COMMODITY
UNIT PRICE
AMOUNT
To furnish all labor, materials, and equip-
ment necessary to furnish the General Distri
t
Court with two portable witness stands
as follows:
1.
2
ea.
Portable Witness Stands with walnut formica
surface inside and outside walls with
carpet on floor. Units to be equipped with
castors.
$
$
For questions on these units, contact Mr.
Pat Paulsen at 748-1231.
Bids shall be returned in the enclosed
self-addressed envelope. If Bid Documents
must be returned in a larger envelope,
please affix orange envelope to outside.
If you desire not to quote on this invi-
tation, please forward your acknowledgement
of NO BID. Failure to comply will be cause
PDM/j
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for removal of your company's name from
the bid list for subject commodity.
All prices shall be F.O.B. Chesterfield General District Court, Chesterfield Courthouse, Chesterfield.
Vir inia 23832
Our terms are . (If this blank is not filled in, it is understood that a discount of 2 % is allowed for payment by
the 20th day of the month following date of delivery.)
Please indicate earliest delivery date as this may be a factor in making award,
In compliance with the above Invitation to Bid # 77-10555-3322 , and subject to all conditions thereof, the undersigned
offers and agrees to furnish any or all of the items and or services upon which prices are quoted, at the price quoted for each item,
complete, and delivered as specified.
NAME OF BIDDER OFFICIAL TITLE
ADDRESS DA'
SIGNATU
TELEPHONE NO.
NAME (TYPE OR PRINT)
THE COUNTY RESERVES THE RIGHT TO AWARD IN PART OR IN WHOLE. OR TO REJECT ANY OR ALL BIDS. THIS FORM
lull 14T RF t41C,NFD.