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HomeMy WebLinkAbout1992-03-16 adj M.B. 233 March 16, 1992 (Afternoon - Adjourned Meeting) (Page 1) An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on March 16, 1992, at 1:00 P.M., Meeting Room 7, County Office Building, McIntire Road, Charlottesville, Virginia. This meeting was adjourned from March 13, 1992. PRESENT: Mr. Edward H. Bain, Jr., Mr. David P. Bowerman, Mrs. Charlotte Y. Humphris, Messrs. Forrest R. Marshall, Jr., Charles S. Martin and Mr. Walter F. Perkins. ABSENT: None. OFFICERS PRESENT: County Executive, Robert W. Tucker, Jr., Deputy County Executive, Richard Huff, II, Assistant County Executive, Robert B. Brandenburger, and Executive Assistant, Roxanne White. Agenda Item No. 1. The meeting was called to order at 1:00 P.M. by the Chairman, Mr. Bowerman. Agenda Item No. 2. Work Session, 1992-93 County Budqet: The Board members agreed that any item which is to be reconsidered at the end of the work sessions can only be placed on that list by taking an actual vote of the members present. ~ Budget Overview - Mr. Robert W. Tucker, Jr., County Executive. The following memorandum was presented for the Board's information: "Submitted for your consideration is the County Executive's Proposed Budget for Fiscal Year 1993. This proposed budget includes the propos~dGeneral Government budget of $30.5 million and the Albemarle County School Board's proposed budget of $58.3 million for a total of $89.6 million. This repre- sents a $3.7 million increase or a 4.35 percent increase over FY'92. The budget document is balanced within your allocation guidelines of local revenue. BUDGETED RE~NDED DOLLAR PERCENT EXPEIIDZTURES FY 91-9~ FY S Z-9] CP~GE GeneraL Government Operations $20,585,099 $20,840,457 $255,358 1.24% Transfers 8,824,368 9,677,385 853,017 9.67% Subtotal - Genera[ Government $29,409,~67 $30,517,842 $1,108,375 3.77~ School Division 56,442,876 58,291,760 1,848,884 3.28% Total - Operating Budget $85,852,3~3 S88,809,602 $2,957,259 Undesignated Funds -0- ?74,933 774,993 Total Budget $85,852,3~3 $89,58~,535 $3,732,182 4.35% REVENUES Local 56,342,803 59,613,450 3,270,~,7 5.80% State 23,518,026 24,172,661 654,635 2.78~ Federal 1,784,778 1,989,488 204,710 11.47% Other 4,206~736 3,808,936 (3~7r800) '9.46% Total Budget $85,852,3~3 S89,58~,535 $3,732,192 The proposed General Government budget is considered a "baseline" budget which means that it provides for the maintenance of existing programs and services with very few additional initiatives. However, additional unanticipated revenue identified in January, 1992 in the amount of $774,900 provides you with the flexibility to consider some new initiatives or to provide an adjust- ment to the property tax rate. A list of new initiatives are found in this budget and the School Board's budget. ~ SUMMARY OF PROPOSED BUDGET ~eneral Government As indicated earlier, both the General Government and the School Division have stayed within the revenue allocation authorized by the Board. General Government has attempted to maintain departmental operations within a two percent range. Growth needs and required services proposed in this baseline budget are summarized as follows: Albemarle's share in funding the Joint Security Complex has increased by 27.3 percent based upon the prior year's usage. Calls for service, due primarily to the first full year of dispatching for the rescue squads, has increased Albemarle,s share to the Emergency Operations Center by 15.5 percent over F¥'92. No across-the-board salary increase is provided, however, a one percent increase in the merit bonus pool is proposed. A full year's funding of the reclassification plan and a health insurance rate increase is provided. Funding an increased number of children in foster care (from 30 to 53) in FY'93 is recommended. March 16, 1992 (Afternoon - Adjourned Meeting) (Page 2) M.B. 40, Pg. 234 Coverage of costs associated with a net increase in Worker's CompensatiOn due to the final year of refunds from the Virginia Municipal League self-insurance fund. This budget fully funds the County's share of Rivanna Park at a 25 percent increase over FY 1991-92. This is due to the cost sharing formula between the City and County which now reflects funding based upon park usage over a two-year period. Jefferson-Madison Regional Library is funded at a baseline level of 2.8 percent over FY 1991-92. The Northside Branch is funded for the first six months of FY 1992-93 at 100 percent by the County with the second half of the fiscal year being funded at 72 percent, which reflects County citizen usage as of January, 1992. Following this budget transmittal letter is a list of unfunded initiatives (Notes this letter is referred to throughout these minutes as a priority listing) which exceed the revenue allocation of $593,540. These have been prioritized for your consideration. School Division The School Board's recommended budget is $1.8 million or a 3.3 percent increase over FY'92. Major initiatives which are funded within existing revenue allocations are as follows: · A $500 increase for each teach is provided'to the teacher's salary scale. Maintains the current four percent merit bonus pool with no acrosS-the- board salary increase or scale adjustment for classified and administrative staff. Funds the anticipated increase to health care insurance costs. Reinstates a portion of the funding for the summer school program and staff development. The School Board has prioritized several initiatives which have not been funded within their revenue allocation from the County and increased revenue from the State. This list can be found on page A1 of the School Board budget. CLOSING The staff has again been very conscious and mindful of the state of the economy in our community and the Commonwealth. While inflation is running at approximately three percent, General Government has maintained its current programs and operations with only a 1.24 percent increase over FY'92. Despite this small increase in overall operations, significant increase can be seen in many of our joint operations where each year the County's growth generates a greater share of the funding needs due to such things as more calls for ser- vice or actual usage of facilities. We continue to face the challenge of providing quality service to our citizens, within allocated revenues, but unlike other parts of the Common- wealth and this country, we have done this without a reduction in service or staff. I look forward to our working together in adopting a final budget document. Should you have questions concerning this proposed budget, please do not hesitate to contact me." Board of Supervisors. Requested, $289,793; recommended $284,835. Lettie Neher, Clerk, present. Mr. Tucker said this budget decreases by $19,777, which makes a 6.5 percent overall increase. Some significant increases/decreases are: Increase of $1002 in merit due to a reclassification, vesting and the one percent increase in the merit pool. (Mr. Tucker noted that General Government has asked for an additional one percent in the merit pool to bring it up to a total of five percent. The School Superintendent also made that request, but the School Board dropped it as a budgeted item.) Increase of $12,000 in audit costs. Increase of $800 in printing/binding costs due to actual usage in the current year. Decrease of $600 in the cost of surety bonds. Increase of $2781 in automated data processing equipment for the replacement of outdated computer equipment. Mr. Tucker said the Board's budget is down from last year because of the contingencies. At this point, no contingencies are budgeted, but there may be March 16, i992 (Afternoon - Adjourned Meeting) (Page 3) M.B. 40, Pg. 235 some before the end of the work sessions. Mr. Tucker noted that staff had provided for a three-percent increase in the Board of Supervisors' salary. Mr. Bowerman inquired about the large increase in audit costs. Mr. Tucker said the staff was negotiating a new contract last year during work on the budget, so the figure for the current year was underbudgeted (making a 24 percent increase for the next fiscal year). County Executive. Requested, $381,616; recommended $377,821. Mr. Tucker said the budget increases by $8750 (2.4 percent). There is one requested increment of $3795 for a computer for the Deputy County Executive. Significant increases/decreases are: Increase of $4554 in the cost of merit due to the first year inclusion of the new Management Analyst and a one percent increase in the merit pool~ · Increase of $1938 in the cost of health insurance due to the increase in rates. · Decease of $500 in the cost of the Information Brochures based on the second year of printing costs. · Increase of $4400 in the cost of data processing equipment due to the replacement of outdated computer equipment. · Increase of $400 in books and subscriptions based on actual costs. Mr. Tucker said this budget is recommended to be funded at the baseline level; the additional computer is not recommended at this time. Personnel. Requested, $156,080; recommended $152,090. The staff just found that there is to be a reduction of $3990 in the unemployment category, thus decreasing this budget. Mr. Tucker noted that this amount represents General Government's contribution toward operation of this function based on the total number of general government employees to the total number of employees (21 percent). He said the overall budget decreases by 30.4 percent (this is a 68.2 percent decrease in general benefits and a 100 percent decrease in operations). The transfer of $132,865 to the School Division reflects a decrease of $4496 (3.3 percent). Significant increases/decreases in the baseline budget are shown below: Decrease of $54,485 in Worker's Compensation due to the costs for FY 1992-93 being allocated to each cost center rather than being carried as a line item in the Personnel budget. The total cost has increased by $42,495 because the County will no longer receive a refund from the Virginia Municipal League's self-insurance pool, which was initially overfunded. Decrease of $3990 in unemployment benefits. Decrease of $11,000 in health services due to one-time operating expense incurred in FY 1991-92. Mr. Tucker said funding is recommended at the revised level of 152,090. (Note: Mr. Marshall left the room at 1:20 p.m.) Legal Services. Requested, $194,268; recommended $194,268. Mr. Tucker said the baseline budget increases by $2796 which reflects a 3.1 percent increase in salaries, a 5.8 percent increase in fringe benefits, and one-tenth of a percent in operating costs. There are no significant increases or decreases in the request. Mr. Bain asked if staff had looked at having adequate personnel for the job. Mr. Tucker said Mr. St. John needed help in covering the Social Services caseload so funding is provided in the Social Services budget so they can contract with another attorney, approved by Mr. St. John, on a fee basis, as- needed basis. (Note: Mr. Marshall returned at 1:25 p.m. Finance. Melvin Breeden, present. Requested, $1,827,449; recommended $1,803,058. Mr. Huff said this budget increases by $88,870 which, excluding one-time capital purchases, reflects a baseline increase of $97,609 or 5.5 percent. Salary costs increase by 6.7 percent, fringe benefit costs increase by 13.1 percent, operational costs decrease by 5.3 percent, and capital costs decrease March 16, 1992 (Afternoon - Adjourned Meeting) (Page 4) M.B. 40, Pg. 236 costs needed in raising the fee paid for County decals from 50 cents to 75 cents. Significant increases/decreases in the baseline budget are: Increase of $54,390 in regular salaries due to the tremendous impact of reclassification of Finance Department staff. Increase of $15,749 in merit due to the reclassification, vesting and one percent increase in the merit pool. A $1500 increase in legal services due to the increased number of warrants, filing fees, etc. in a more aggressive collection program from delinquent taxpayers. A decrease of $10,500 in maintenance contracts on equipment due to replacement of older equipment. A decrease of $3000 in "Other Purchased Services" due to a decline in actual fees for county decal sales by outside agencies. An increase of $6000 in postal costs. A decrease of $1500 in "other operating supplies" due to a reduction in vehicle decal costs. An increase of $8500 in capital equipment reflecting the purchase of new microfilm reader/printer to replace old equipment. An increase of $2270 in data processing equipment replacement. Mr. Huff said staff has one change. There is a need to add $3000 for the "Cost Allocation Plan" which was left out of the budget. That increases the budget to $1,803,058. Otherwise, funding is recommended at the baseline level. The increment to raise the decal sale fee was not funded in the baseline request, but is shown as an item on the priority list of unfunded items which the Board will review at a later time. Mr. Marshall said he would like to have a better understanding of the compensation of the various departments including the Board of Supervisors. Mr. Tucker said there is no across-the-board increase in compensation. There is a "pay-for-performance" plan which is funded in the budget each year. In the current year, four percent is in that plan. Staff is recommending for 1992-93, that instead of any across-the-board increase, the performance pool be increased by one percent to five percent, since the more money there is in the pool, the better chance there is of the top people getting a greater percentage of an increase, and those are the people that should be awarded. Mr. Marshall said he is concerned about the economy, and he wonders if the County is in line with other local employers. Mr. Tucker said that last year, the County reviewed its Classification Plan, comparing it not only to the market of the local employers, but to markets in other communities which are comparable to Albemarle County. This year, staff did a shorter market study, and found that the County is close to both the private and public sector. This is the first year the County has been close to these other employers. The only way the County caught up with other entities in this community is because these other employers are not giving major increases. Mr. Bain asked if the highest increase an employee could achieve is not higher than five percent. Mr. Tucker said the first year, the employee gets a one-time bonus check. If that person's score equates to four percent, he gets a check for four percent. The next year that person vests a one-step increase of two and one-half percent. If, on the other hand, a person's score equated to five percent, he would get a check for five percent, and the following year would vest two steps or five percent. The vest could never be more than five percent, no matter how high the score. Mr. Marshall asked if anyone's salary ever went down. Mr. Tucker said if the score were low, equating to only a one-cent score, that person would get a one-time check for one percent~ but would not vest an increase. Mr. Bowerman asked there if were any employees who did not receive a bonus at all. Mr. Tucker said that is possible, but would be very hard. That person should be looking for other employment. Mr. Marshall asked what happens if, because of the economy, a department no longer needs all of its employees. Mr. Tucker said the County does not normally "RIF" employees unless it feels this situation will continue for a long time. Normally this would be taken care of through attrition. Mr. Marshall said private employers don't have this option, when a cut needs to be made, it needs to be made immediately. Mr. Tucker said private emPloyers are not subject to a grievance procedure as the public sector is. Information Services, Fred Kruger, present. Requested, $838,106; recommended $838,106. Mr. Huff said there is an overall budget increase of $49,835 which reflects a 4.7 Percent increase in salary costs, a 6.5 percent March 16, 1992 (Afternoon - Adjourned Meeting) (Page 5) M.B. 40, Pg. 237 increase in fringe benefit costs, and an 11.9 percent increase in operations. This salary increase reflects the cost of the reclassification of employees, vesting and performance pay bonus. Significant increases/decreases in the baseline budget are shown below:' A $1210 increase in maintenance contracts for machinery where warranties are expiring. A $16,970 increase in the cost of leasing and renting of the new operating system software. A $600 decrease in the cost of travel. Funding is recommended at the requested baseline level. Board of Elections. Requested, $133,771; recommended $122,546. Mr. Huff said this budget decreases by $5089 which reflects an 8.9 increase in salary costs (compensation for election officials, and increased part-time help needed during a Presidential election year), a 20.4 percent increase in fringe benefit costs, a 24.7 percent decrease in operating costs, and a 98.5 percent decrease in capital equipment costs. Redistricting costs and the cost of a new voting machine amount to $11,225. Significant increases and decreases in the baseline level are listed below: A decrease of $1450 in printing and binding due to one time costs incurred in FY 1991-92. An increase of $620 in other purchased services due to programming and maintenance of an increased number of balloting machine. Decrease of $7600 in postal services due to one-time costs incurred in FY 1991-92. Mr. Huff said this budget is recommended to be funded at the baseline figure, the $11,225 is on a list of unfunded items to be discussed later in the budget process. Mr. Buff said that amount is comprised of $6750 in postal service for notifying people of their new congressional districts, $600 for temporary help, and $3800 for a voting machine. Mr. Tucker noted that the Board is ahead of schedule and Mr. Heilman is not yet present. Mr. Perkins asked why there is the increase in salaries, and if the Registrar is a county employee. Mr. Huff said the increase is for the county- funded full-time assistant included in the reclassification plan. The Registrar is funded by the state, so no increase is shown for him in this budget. Mr. Bain referred to the $6923 increase in salaries for this budget. Mr. Huff said that $3200 of that figure is for additional election officials because of the increased precincts and voting machines. The employee portion of that figures was $869. Mr. Tucker mentioned Item No. 34 on the priority listing of unfunded items "Bonus for State Employees." He said the staff has set aside funds for a $500 bonus for those state employees who have not received any type of an increase in a couple of years (since this was done, staff has heard that the State will give a two percent increase in December). Mr. Heilman, emloyees of the Extension Service office, the Sheriff's Office, the Commonwealth's Attorney, and the Clerk of the Circuit Court were included in that request. Circuit Court. Requested, $54,448; recommended, $53,448. Mr. Huff said there is a baseline increase of 0.3 percent which reflects a 5.7 percent increase in salaries, a 9.3 percent increase in benefits, and a 1.1 percent increase in operations. Other than salary increases due to vesting and merit, there are no significant increases/decreases in the baseline budget. There was a request for a fax machine, but staff recommends that the machine in the Commonwealth Attorney's office be shared by the people in that building. Mr. Bain said he thinks the request for the fax machine should be in the budget, because the offices are three floors apart, and most attorneys have fax machine, making this a heavy usage. Mr. Tucker said he will add this to the list of items to be discussed at the end of the budget process. (Note: Mr. Heilman arrived at this time, and the Board returned to discussion of the Registrar's budget.) Mr. Bowerman explained what the Board had heard during Mr. Heilman's absence. Mr. Heilman said he had requested a supplement to his salary this year. The General Assembly authorizes boards of supervisors to supplement registrar's salaries up to 10 percent~ which would be $2,946. Mr. Heilman said he has had no increase since July, 1990. Considering the increase in workload, he feels the request is justified. The March 16, 1992 (Afternoon - Adjourned Meeting) (Page 6) M.B. 40, Pg. 238 Chairman of the Electoral Board asked that he convey his strong support for that request. Mr. Heilman said he had compared his salary to that of other registrars in the area in communities of similar size, and found that his office does more volume of work than any similar sized registrar's office in the state, yet he is the lowest paid registrar of similar sized localities. Mr. Bowerman asked if this request is included in the budget anywhere. Mr. Tucker said "no", only the bonus for state employees. Mr. Heilman said there is some question as to whether of not he can receive a bonus because of a recent state ruling. Mr. Tucker said staff will check into the question. General District Court. Requested, $9970; recommended, $9970. Mr. Huff said the baseline budget for 1992-93 reflects virtual level funding over the FY 1991-92 operating budget. Magistrate. Reques%ed, $3600; recommended, $3600. Mr. Huff said the operational costs of the Magistrate's office are shared 50/50 with the City of Charlottesville. The Magistrate's salaries are paid by the State. The County's share of the baseline budget is $3600, a decrease of $605 over FY 1991-92. Full funding of the baseline budget is recommended. Mr. Bowerman asked if this facility would be moved to the Jail. Mr. Tucker said it is being discussed. Mr. Bain and Mr. Martin both disagreed saying it would make it too inconvenient to the individuals needing to use this facility. Mrs. Humphris said the law enforcement officers feel it would be more convenient to them and support its move for safety, and other reasons. Mrs. Humphris said before making any change, she thinks statistics showing usage would need to be studied. Juvenile Court. Requested, $34,392; recommended, $34,392. Mr. Huff said the proposed County share of this budget shows a decrease of $2150 over FY 1991-92. The total projected budget is $100,317, an increase of $9704. Included in contract services is an item of $17,115 which includes the City's share of the fringe benefits for one deputy and the salary, fringe and operating expenses for the locally funded deputy. There is also a capital request of $11,975 for a three-year lease purchase of a new office telephone system. Mr. Huff said there is one issue, which the Sheriff may want to discuss, and that is the need for additional transport officers for the Juvenile Court. The Sheriff requested an additional deputy in his budget. Staff is putting together an estimate of the cost based on the City's caseload and the County's caseload in that court. Mr. Martin said the Clerk of that Court planned to be here at the time shown on the agenda. Mr. Bowerman suggested the Board discuss this item if the Clerk appears later. Sheriff, Terry Hawkins, present. Requested, $590,370; recommended, $453,246. Mr. Huff said the baseline budget for the Sheriff reflects an overall increase of $16,205 which is a 10.5 percent increase in fringe benefits, a 4.8 percent decrease in operating costs, and an $11,442 increase in capital costs. Requested increments include three new deputies, a transport officer, a bailiff, and a DARE officer, with vehicles and associated equipment at a cost of $40,121 each. Significant increases and decreases in the baseline budget are: An increase of $7002 in fringe benefits due to health insurance and worker's compensation payments. An increase of $500 in uniforms and apparel based on actual costs for FY 1991-92. · An increase of $500 in copy costs. An increase of $12,642 in automobile replacement to be used to replace a vehicle with excessive mileage. Mr. Huff said that funding is recommended for the Sheriff at the baseline level. No funding was included for the requested three new deputies. Referring back to the discussion of a bonus for state employees, Mr. Marshall asked if each and every deputy would receive the $500 bonus. Mr. Huff said that was the main purpose of the recommendation. Mr. Marshall asked about the automobile replacement. Mr. Huff said the Board has approved replacing one vehicle out of current operating funds. The March 16, 1992 (Afternoon - Adjourned Meeting) (Page 7) M.B. 40, Pg. 239 Sheriff is thatif..the Board gives preliminary approval to his proposed budget today, he be allowed to order the car now but have it delivered and paid for after July 1. When it appeared that there would be no funding for the transport officer, Mr. Huff and the Sheriff discussed what to do. The Sheriff thinks he can work it on a part-time basis, and not have to purchase a vehicle for that deputy° Sheriff Hawkins was present. He said that over the last ten or fifteen years, the caseload in the Juvenile Court has had a a tremendous increase (over 11,000 cases the past year). There are only two positions in that court; one funded by the State Compensation Board, and one funded jointly by the City/County. He has not been able to get a written agreement from the City or the City Sheriff's Office to fund that deputy. What he is actually doing is using four or five of his deputies to staff that court. Obviously these deputies have other duties whichthey should be performing. Judge Shannon requires a deputy to be in chambers with her at all times and, in addition, the other deputy is required to stay in the Courtroom to keep order (there are up to 150 people in that courtroom at any one time). A number of incidents have occurred in and around that courtroom of a violent nature. In addition, the Juvenile Detention Center is located in Staunton (42 miles each way), and sometimes his deputies have made four trips in one day. He thinks staff needs to sit down with City officials to see if they will pay their share, of these costs. The caseload is about a 50/50 split. Sheriff Hawkins said he spoke to Chief Miller four or five months ago about transport duties for mental patients, 24 hours a day, seven days a week. The current unwritten agreement is that the Sheriff will transport mental patients on temporary detention orders, and other such papers, up to the hour of nine o'clock, Monday through Friday, and on Saturday from 8 A.M. to 5 P.M. That is all he can do with existing manpower. It is a function of the Sheriff to transport the mental patients, but he has not had the resources or manpower to do that. Therefore, to relieve the Police Department of that burden, and in order for the Sheriff to cover seven days a week, he needs additional manpower, and on a trial basis, he is willing to hire a part-time employee (20 hours per week) to relieve the officer who would be on-call for those transports. Currently, he has one employee working from Thursday to Thursday who is on-call for the hours just stated. He would extend that to twenty-four hours a day, seven days a week. The courts run Monday through Friday, and he can't give compensatory time to relieve a person for an overnight trip. He would have the part-time person work in the court to relieve the deputy who made the trip the night before. That new person would have to attend school for about three weeks, and could then go right to work as a part-time deputy. Sheriff Hawkins said the DARE Program is a program the Crime Commission and the State Compensation Board are trying to implement on a state-wide basis for sheriffs. He was to receive 2.3 positions over a thirty-six month period from state funds. Chief Miller was enthusiastic about the possibility of having these positions on his staff in order to free up a couple of his officers. Unfortunately, the program has been put on hold until next year, but is being held open by the State Compensation Board for consideration. Sheriff Hawkins said he has already sent one employee to the general instruc- tion school who will go to the DARE instruction school sometime in the next three months. She will be certified and on stand-by in case the program goes through. He said for the time being the request can be put on hold. Mr. Bain asked about approval from the Compensation Board for the Sheriff's requests. Sheriff Hawkins said he has received information from the Sheriff's Association, but has nothing in hand from the Compensation Board itself. His information does not show any funding of new programs or new employees, his budget was funded at the baseline level. The new State Compensation Board plan for the Crime Commission does recognize the fact that this Juvenile Court needs an additional bailiff. Mr. Bain said this is not just happening in Albemarle County. Either the State will have to fund the Sheriff's Office, or the costs are going to be shifted back to the locality. Sheriff Hawkins said he had written a letter asking that his department be included in the County's Pay Plan. Their paychecks come from the County, although the funds come from the state in a round-about way. He uses all the County's Personnel Policies and Procedures, but when it comes to the Classification Plan they are not a part of it. He has asked to be included in the County's Plan so his employees would be on an even line with other County employees. There are quite a few disparities. The state is in a financial slump, and it does not appear that sheriffs will get any help soon. It will be three years in December since his employees received any increase in salary. Mr. Martin said he would like to include the Sheriff's request on the list of unfunded items for discussion later in the budget process. Mr. Tucker said if the Board intends to discuss some of these items later, the staff would appreciate knowing now so they can be added to the list. Mr. Bowerman asked if the Board wished to place all three positions on that list. Mr. Martin said that is his wish. March 16, 1992 (Afternoon - Adjourned Meeting) (Page 8) M.B. 40, Pg. 240 Mr. Bowerman asked if an additional bailiff is being considered as a half position with the City paying the other half. Mr. Tucker said "yes". Mr. Bowerman~asked if the transpor~ officer is being considered for only part time. Mr. Tucker .said ~es~'.~.. ~: Mr. Marshall asked about the salary supplement mentioned by the Sheriff for his employees. He asked if the Board will discuss this at a later time. Mr. Tucker said if the Board choose to move the constitutional officers' to the County's classification plan, all state employees would have to be looked at, and not just one department. Mr. Bowerman asked how many employees there would be. Mrs. Humphris said that would take a major study. Mr. Tucker said that is correct, he could not develop anything like that soon. Mr. Bowerman suggested adding 15, 16 and 34 to the unfunded priority list for future discussion. Note: Mrs. Sterling Hudson, Clerk of the General District Court, appeared at this time, but did not care to speak. Note: Mrs. Ann Conners, Juvenile & Domestic Relations Court, appeared at this time. Ms. Conners said she had received no paperwork from the County so could not speak to the request. Ms. White said there was no change in the basic request submitted to the City. Mr. Martin brought up the subject of $11,975 for a capital request which included a three-year lease of a new telephone system. Is County staff recommending approval of the County's share of that request? Mr. Tucker said that is correct. Clerk of the Circuit Court, Shelby Marshall present. Requested, $398,807; recommended, $398,807. Mr. Huff said a budget decrease of $6915 reflects a 5.1 percent increase in fringe benefits, a 12.1 percent decrease in operating costs and a 1.4 percent increase in capital equipment costs. Salaries come from the State. Significant increases/decreases in the baseline budget are: An $8308 decrease in microfilm supplies due to the lease/purchase of four new plain-paper microfilm reader-printers. A $1670 decrease in the cost of office equipment maintenance contracts. A $163 decrease in record binding costs. A $3032 increase in capital costs due to lease/purchase of plain-paper microfilm reader-printers. Mr. Huff said funding is recommended at the baseline level. Mrs. Marshall was present. She said that she tried to set up her budget ~ a level that could be lived with. She did forward a request to the County Executive for some sort of a bonus for her employees from the savings that she predicted from this year's budget. Mr. Tucker said these employees are also included in the item concerning a bonus for state-funded employees which will ~e discussed later in the budget process. Mrs. Marshall said the economy may not be improving, but the Clerk's )ffice is doing a "booming business". This February was one of the busiest ~ince she became clerk 25 years ago. They collected about $34,000 in Clerk's ?ees in that one month. A couple of years ago in February they were operating in the red. Police, John Miller present. Requested, $4,281,749; recommended, ~3,639,294. Mr. Huff said this budget reflects an increase of $45,590 (1.3 percent) )ver FY 1991-92. The baseline budget, excluding capital costs, increases by ;86,562 (2.5 percent), due mostly to increased salary and fringe benefit :osts. There are 11 incremental requests. Management's one increment of $12,068 includes a request to change one )art-time secretarial postion to a full-time position. Of Administration's :wo increments, the first of $9309 is to increase the hours of a part-time )roperty clerk to full-time, and the second is to hire a new records clerk at cost of $18,711. Patrol has four increments. One is to hire a new lieutenant at $68,044, nd three new patrol officers at $50,224 each. Investigations has four .ncrements. One is to hire one new School Resource Officer at a cost of 45,199, and to fund the operating and capital costs of another School ~source Officer at $18,135, and to hire two new investigators, one at $48,329 Lnd the other at $46,989. Mr. Huff said the salary and fringe benefits of one ,f these officers is included in the Education budget, but none of the capital ~quipment, training or a vehicle are included. March 16, 1992 (Afternoon - Adjourned Meeting) (Page 9) M.B. 40, Pg. 241 The County Executive recommends funding the baseline budget for the Police Department with a total reduction of $199,392, due primarily to overtime wages and a police car replacement being purchased in the current year. No increments are recommended for funding. Mr. Bain asked about the goal of catching up incrementally with the number of officers per one thousand population. He asked if staff recommends no funding for this priority in the coming year. Mr. Huff said no new positions are funded in the baseline budget, they are all included on the unfunded list of items to be discussed later in the budget process. Mr. Tucker said that on that priority list these items are Nos. 4, 7, 10, 16, 27, 29, 33 and 45. That does not include the property clerk, the department secretary, or the police records clerk. Mr. Bain mentioned that one lieutenant and three patrol officers are requested, along with two investigators, all of whom would be operational people. The other requests are school related. Chief Miller said the School Resource Officers are considered operational people. He thinks it will cut down on the number of calls for service, and these people will handle everything that happens at their school. It will also provide staff for continuation of the DARE program at the high school level. Mr. Bain asked if there are school resource officers at this time. Chief Miller said "no". Mr. Bain asked if this is in response to actual or perceived problems at the schools. Chief Miller said "both". Several officers have been meeting monthly with staff at Albemarle High School this past year identifying the problems. It is quite evident that there should be an officer on the campus full time. A number of incidents have occurred where teachers are afraid to take action against children. Mr. Bain asked if this is something that has been building over the past few years, or has this happened all of a sudden. Chief Miller said he believes it has been building. They have been working with the School Division to start using the drug dog, and he thinks they will start that program in a couple of weeks. Mr. Marshall asked if Chief Miller is hoping to get three new people. Chief Miller said there are two positions on the urgent list, one for investigations (fraud, embezzlement and white collar crimes), and one for drugs. Mr. Marshall said people in the Esmont area have complained to him about response times. Chief Miller said their response time this year in the southern and western sectors has gone over the ten minute level. A large portion of that is because they have not been fully staffed. There have been a number of people who resigned this past year and it has taken a while to replace these people. The study they did last year showed that 63 percent of the work load was in the northern sector on Route 29. It is mandatory that he staff the four beats in that northern area. Mr. Bain asked if the County is not keeping up with staffing recommended for the five-year period due to insufficient funding. Mr. Tucker said the baseline budget is set up to fund existing programs, and to not reduce existing services. There were not enough funds to fund much more than the baseline. In terms of needs, those other items are on the priority list, and hopefully some of those can be funded from the reserve. Mr. Bain asked which items the staff feels are the most important. Chief Miller said he agrees with the priority listing the County Executive has proposed, but if funding is available he hopes the Board will try for the one and one-half officers per thousand population. Mr. Bowerman asked if the Board members wanted to add anything for the Police Department to the priority list. It was the consensus that Items 4, 5, 7, 10, 16, 27, 29, 33 and 45 at a cost of $323,050 be added to the list for discussion at the end of the budget work sessions. Emergency Operations Center, Wayne Campagna present. Requested, 425,840; recommended, $415,686. Mr. Tucker said that the costs of this operation have been shared 50/50 by the City and County in the past. In the next fiscal year the costs will be shared on a calculated service use. The County's share of the FY 1992-93 budget increases by $55,708 over the FY 1991-92 appropriation. The County's share has increased to about 49 percent. Funding is recommended as requested. At 2:45 p.m. the Board recessed, and reconvened at 3:01 p.m. City of charlottesville Fire Department° Requested $554,260; recommended $554,260. Mr. Huff said that under an agreement negotiated in May, 1986 with the City of Charlottesville, the County's fee for services has been calculated on the official Consumer Price Index (CPI), plus an additional charge of $25,000 per year for capital equip~ent.~- FY 1989-90 having been the last year of the four year contract, the new fee for services is based solely on the CPI factor March 16, 1992 (Afternoon - Adjourned Meeting) (Page 10) M.B. 40, Pg. 242 with no additional charge for capital equipment. The FY 1992-93 fee is based on the following: FY 91-92~propriation $537,595 FY 92-93 Appropriation $537,595 plus 1991 CPI (3.1%) = $554,260 The County Executive recommends funding at the baseline level specified in the contract. Mro Bain asked if there is any work taking place on this contract. Mr. Tucker said Mr. Huff is looking at the contract now. In order to make a change, notice has to be given the other locality a year before the change is to take place. Jefferson Country Fire & Rescue Association (JCFRA). Requested, $585,173; recommended, $557,743. JCFRA requested $45,000 for each of the seven volunteer fire companies, the Western Albemarle Rescue Squad, and the Scottsville Rescue Squad, a three percent increase over the FY 1991-92 amount of $43,680 each. For the Charlottesville-Albemarle Rescue Squad, the request would be a 361 percent increase over the FY 1991-92 allocation of $9755. The Charlottesville- Albemarle Rescue Squad has never requested equal funding, but due to a budget shortfall in fund raising revenues, it has requested comparable funding with the other companies for FY 1992-93. Also included in the allocation for JCFRA is $32,670, carried over from the current year, as a contingency for its proposed benefits policy for the volunteers and auxiliary members. The County Executive recommends a baseline funding increase of three percent for a local contribution of $45,000 to each of the seven volunteer fire departments, the Western Albemarle and the Scottsville Rescue Squads. Funding for the Charlottesville-Albemarle Rescue Squad is based on a three percent increase in the $9755 funded last year, plus one-third of 64 percent (the percentage of calls received from the county) or $35,245 (the increase requested). The one-third share is recommended to be funded for the next three years. The other 36 percent of the shortfall is expected to be funded by the City. Fire-Rescue Volunteer Coordinator, Mike Schlemmer present. Requested, $47,778; recommended, $35,747. Mr. Huff said the FY 1992-93 budget reflects a $582 (1.7 percent) increase, which is a 1.5 percent decrease in salary, a 21.6 percent increase in fringe benefit costs, a 56.9 percent increase in operations costs, and a $1300 reduction in capital equipment costs. There are no significant increases or decreases, except normal operations costs for a full fiscal year. The 57 percent increase in operational costs reflects an initial underestimate of the costs of the office. FY 1992-93 costs are based on historical experience. Mr. Huff said a grant from the state has been obtained which will provide a fire incidence reporting system for the county (the computer only, it comes with no software other than the state's incidence reporting system). The main component of the training program is to set up throughout the county, county-funded basic firefighting courses. In the present year, the County only received money from the state for one course; the money was used to pay an instructor. At other locations, instructors either volunteered to teach, or it didn't get done. These funds will pay instructors to teach those classes, but at a much reduced rate. Making training easier to obtain seems to be a key component to recruitment and retention of volunteers. There is a system on the County's computer now which is extremely labor intensive. There is one person inputting data. The incidence reporting system the staff hopes to use will allow staff to give a diskette to each of the volunteer companies which are keeping these records on their own computers~ They will, in turn, send that information back on a diskette, the information can be compiled and then forwarded on to the state for compilation of statistics. Mr. Bain asked who checks on the type of fire occurring, etc. Mr. Huff said at this time, the fire loss information is almost negligible in the system. The volunteer chiefs are not filling out that portion of the report. That has been identified as an item needing study in the coming year. The County Executive recommends funding at the baseline level. Inspections, Jesse Hurt present. Requested, $674,623; recommended, $635,214. Mr. Brandenburger said this budget increases by $22,839 which reflects a 5.4 percent increase in salaries, a 17.3 percent increase in fringe benefit costs, a 17.3 percent decrease in operations, and a 100 percent decrease in capital equipment costs. An increment of $39,019 is requested for a new fire prevention inspector. Significant increases and decreases in the baseline budget are listed below: March 16, 1992 (Afternoon - Adjourned Meeting) (Page 11) M.B. 40, Pg. 243 An increase of $24,835 in salary due to reclassification of the inspections staff. An increase of $16,502 in fringe benefits due to health insurance increases and inclusion of worker's compensation. A decrease of $2585 in telecommunications due to two years of free maintenance in the current county contract. · An increase of $500 for books and subscriptions due to usage. The County Executive recommends funding at the baseline level. The increment for a new fire prevention inspector was not funded. At the current time, that part of the Inspections Department is comprised of two people. They will also be taking on new responsibilities for underground storage tank inspections and permitting of blasting in the county. This work load item is not dictated by the economy, but by the inspection requirements of commercial buildings. The funding shown for a new fire prevention inspector, is only for six months, plus associated communication costs. Joint Security Complex, Gene Spratt present. Requested $136,601; recommended, $136,601. Mr. Tucker said the overall budget of $2,701,180 reflects a $77,114 (2.9 percent) increase over the FY 1991-92 budget. Albemarle's share of the budget, based on the prior year's usage, has increased from 29 percent to 32.5 percent, which increases the dollar share by $29,376 (27.3 percent) for a total request of $136,601. Funding is recommended at the baseline level. Mr. Spratt said he hopes to increase Federal dollars next year. Mr. Perkins asked if the Jail employees are included in the proposal for a bonus. Mr. Tucker said "no". Those employees were included in the current year for a bonus, and the proposal is to pick up those other state employees who were not so rewarded. Juvenile Detention Home. Requested, $65,000; recommended, $60,134. Mr. Tucker said the FY 1992-93 request increases by $14,625 (32 percent) over 1991-92, based upon the County's share of detention days. Funding is recommended at $60,134. SPCA. Requested, $11,655; recommended, $11,655. Mr. Tucker said the FY 1992-93 contribution to the SPCA is based on the previous year's costs, for which the County is billed quarterly. From July of 1990 through July of 1991, the SPCA destroyed 537 stray animals for the County. Each stray is held for six days at a cost of $3.50 per day. 537 x 6 days = 3222 days @ $3.50 = $11,277. The County Executive recommends funding at the requested level of $11,655. Mr. Marshall asked if any of these animals ever went to the University. Mr. Tucker said "no". Mr. Marshall said he did not see why the County could not work with the University. He did not see the difference between doing that as oPposed to just "putting them to sleep." Community Attention, Jack Gallagher present. Requested, $51,205; recommended, $51,705. Ms. White said Community Attention is requesting a two percent increase in funding from Albemarle County. Since reduced state funds no longer subsidize daily rates for service, the current fees, almost double from last year, now reflect the actual costs associated with specific programs. In FY 1991-92, $50,200 funded 87 percent of one youth per program for a year. In FY 1992-93, $51,205 will fund 62 percent of one youth per program per year. During the 1990-91 fiscal year, Community Attention served 26 County youth. The Community Attention home served eight, the Family-Oriented Group Homes served eight, and the Community Supervision Program served ten youth. Ms. White said medium level funding is recommended by the Program Review Committee at a three percent baseline increase over FY 1991-92, for a total appropriation of $51,705. The Program Review Committee did recommend that $5500 of the money allocated for the Community Supervision Program be deferred until Community Attention and Outreach Counseling can discuss collaboration or merger of their services. This does not reflect negatively on either of their programs, but the Committee felt these discussion have been going on for several years, and that it is time to make some decision to either merge, collaborate, or give answers as to why that cannot be done. Mr. Martin asked the meaning of "deferred". Ms. White said it does not mean a reduction in funding, but no final decision would be made as to where those funds would go until they answered the question posed to them. The final decision would be made by the Board of Supervisors. March 16, 1992 (Afternoon - Adjourned Meeting) M.B. 40, Pg. 244 (Page 12) Thomas Jefferson Emergency Medical Services (TJEMS), Brenda Barbour present. Requested, $12,515; recommended, $12,395. Ms. White'said ~he TJEMS Council is requesting a total of $12,515 from Albemarle County. Of this total, $6557 is requested for Council operations, and $5959 is requested for the Basic Life Support Training Coordinator's position. This request for funding is a four percent increase over the FY 1991-92 appropriation and is due to inflationary costs. Ms. White said the TJEMS Council states that ultimately the entire population of Albemarle County benefits directly or indirectly from the programs sponsored through the Council. Most of the services are provided directly to personnel of the rescue squads, volunteer fire departments and other emergency services. TJEMS estimates that in FY 1991-92 approximately 134 persons in Albemarle County will be directly serviced. This number is expected to increase to 147 persons in FY 1992-93. Funding is recommended at a baseline increase of three percent for a total appropriation of $12,395. One recommendation of the Program Review Committee, with the concurrence of the Board, is that the TJEMS not be a part of the program review process next year because they have not done well within the criteria which was set up to review human service agencies. The Committee felt it might be more appropriate if they were reviewed as part of the whole fire/rescue unit. It was the consensus of the Board members that that made sense. Ms. Barbour said it makes sense to her that they be a part of the fire/rescue budget. Engineering, Jo Higgins present. Requested, $648,217; recommended, $585.986. Mr. Brandenburger said the baseline budget reflects an overall increase of $27,429 (five percent) over FY 1991-92 with a 7.3 percent increase in compensation, a 29 percent increase in fringe benefit costs, 7/10th of a percent decrease in operating costs, and a 78 percent decrease in capital equipment costs. New and expanded requests of $45,427 over the baseline budget include $41,090 for an engineering inspector II to enforce the provisions of the Erosion Control Ordinance, $4000 for additional street lights, and $340 for computer software. Significant increases/decreases in the baseline budget are: · An increase of $16,500 in worker's compensation not previously budgeted in the department's cost center. · A decrease of $5445 in professional consultants. · A $3500 increase in the cost of replacing street name signs previously maintained by the Virginia Department of Transportation. · A $1035 decrease in fuel costs based on historical usage and reduced fuel costs. · An increase of $3870 in merchandise for sale due to cost of purchasing new street name signs for E-911. These costs are reimbursed by the public. The County Executive recommends funding at the baseline level. No increments were included for the engineering inspector, street lights, or computer software. Mr. Brandenburger said $1000 needs to be added to the compensation account to reflect payment to an individual in the department who just received a Master's Degree and who will receive a stipend for that degree. Mr. Bain asked where there is the real need for this additional inspector. Mr. Brandenburger said a lot of problems with erosion occur which are unknown to staff. A land-disturbing activity is often called in by another department making an inspection. Mr. Bain said he knows of instances where, if an inspection had been made in a timely fashion, it would have saved the owner a substantial amount of money in not having to rectify a situation which occurred because there was not an inspection made on a regular basis. Mr. Marshall said he had an incident occur where an adjoining property owner cleared 400 acres which caused his lake to silt up to the point of killing most of the fish. Mr. Tucker said that type of operation is exempt under state law. Mrs. Humphris asked if the funding for an engineering inspector could be added to the list of items to be discussed at the end of the budget work sessions. There was a consensus that No. 11 should be added to that list. Refuse Disposal. Requested, $181,806; recommended, $102,445. Mr. Brandenburger said a total of $80,000 is requested in the operating budget to complete the closure of the Keene landfill, $60,000 to fund March 16, 1992 (Afternoon - Adjourned Meeting) M.B. 40, Pg. 245 (Page 13) groundwater monitoring and $20,000 to fund clean-up of the public convenience area from illegal dumping activity. Also requested is $101,810 to fund three recycling options: 1) $65,980 to continue the curbside recycling program; 2) $19,180 for a curbside newspaper pick-up program; and 3) $16,650 for an Ivy Landfill drop-off facility. Not included in the request is any consideration of a county subsidy for the proposed increase in the tip fee at the Ivy Landfill. Based on calculations of the Rivanna Solid Waste Authority, the tip fee is projected to increase by $9/ton on domestic waste and $7/ton on debris. The total cost of these proposed inceases is $503,980 or an approximate subsidy of $31,500 for each $1/ton increase in the tip fee. Mr. Brandenburger said funding is recommended at the requested level for the Keene Landfill. To continue the curbside recycling program, a total of $22,445 is recommended. However, if additional funds are available, it is recommended that this program be funded fully at $65,980. The tip fee subsidy is not in the baseline recommendation, but has been included on the priority list of new initiatives. Ms. Higgins said the Planning Commission has heard and is recommending amendments to the Soil Erosion Ordinance which would make the County's ordinance more restrictive than the State Code. With the continuing backlog on bonds, she is concerned about future complaints. If that revision is approved, more enforcement effort will be required, and that will impact existing staff. Mr. Tucker said one item to consider is whether the Board will subsidize any of the tip fee. Mrs. Humphris said she thinks the Board will need to discuss at another time the solid waste problems which are being brought to light due to the tip fee. Mr. Bowerman asked if the City is discussing this item also. Mr. Tucker said the City already subsidizes most of the tip fee for City residents. Mr. Bowerman asked how the Board should deal with this issue. Mrs. Humphris said she wonders how the County can continue to implement reduction, reuse and recycling if it is less expensive for people to put their garbage in the landfill. If the County is to move in that direction at all, there needs to be a quid pro quo, which means that certain recyclables are not allowed in the landfill. If that makes the problem loom large, she can envision the Board mandating that no recyclables go into the landfill at all since the number one priority is to reduce use of the landfill. That is a situation the Board will have to deal with before dealing with the three items listed in this budget. Mr. Bain said this starts with the budget for the Rivanna Solid Waste Authority. He asked who draws up that budget. Mr. Tucker said he had planned to ask George Williams to come to the Board's meeting on April 1 and make a brief presentation on his plan at the landfill as it relates to the new tip fee. Mrs. Humphris said there have been major questions raised about the budget for the RSWA, she thinks the Board needs to have a presentation of that budget. Mr. Bowerman asked if April 1 will allow enough time to get answers to the questions raised today. Mr. Tucker said it would be hard for staff to get the budget ready for advertisement for a public hearing on April 8. Mr. Bain suggested that the funds for this item be put into a contingency, and a decision made at a later time. Mrs. Humphris asked how the Board should deal with this item. Mr. Tucker said most of this was addressed in the report given to the Board last month. If the Board would go ahead and deal with continuation of the curside drop-off p~ogram that is in effect now, a drop-off facility at the Ivy Landfill (a new program), and curbside newspaper pickup, a potential subsidy for the tip fee could be carried in the budget for public hearing purposes. If the Board decided it would not subsidize that fee, that amount could go back to the General Fund or into a contingency. Staff Services, A1 Waugaman present. Requested, $872,919; recommended, $833,344. Mr. Huff said the baseline budget decreases $80,364 (a decrease of 8.8 percent) which reflects a 4.2 percent increase in compensation, a 9.7 percent increase in fringe benefit costs, a 13 percent decrease in operations, and a reduction of $27,025 in capital equipment. No program expansions or new programs were requested. Significant increases/decreases in the baseline budget are listed below: An increase of approximately $4000 in worker's compensation (this expenditure was previously not distributed in department cost centers). A $30,990 decrease in repair and maintenance for buildings and equipment due to several large repair projects being completed in FY 1991-92 from FY 1990-91 carryover funds. A $54,787 decrease in fire insurance due to installation of the County's sprinkler system and renegotiation of the insurance contract. Mr. Huff said funding is recommended at the baseline level. March 16, 1992 (Afternoon - Adjourned Meeting) ~4.B.40, Pg. 246 (Page 14) Region 10 Community Services, James Peterson present. Requested, $201,180; recoau~ended Ms. White -93 requests reflect a baseline increase in Albemarle's share of $4180 (two percent) over FY 1991-92. Region Ten's total FY 1992-93 budget of $7,247,610 increaSes by $148,370 (two percent) over FY 1991-92. Local funds of $557,442 (from the six jurisdictions) will draw down $5,306,737 in state and federal funds, or an average of $10 state and federal dollars for every $1 of local support. Due to possible state funding reductions coupled with the increased cost of providing services, Regional Ten will again freeze salaries, as well as vacant positions, wherever possible. Localities are only being asked to help with fixed cost operational expenses, such as scheduled rent increases. Ms. White said the County Executive recommends funding of $201,180, which reflects a 2.1 percent increase over FY 1991-92. Mr. Peterson said they have essentially frozen everything and held everything open. Even though the General Assembly wound up its budget process, Region Ten still does not know how that will effect them. They will probably be receiving less than anticipated which compounds the shortfall of revenues which are already included in this budget request. They will have to make major adjustments between now and July 1. Mr. Bain asked if Mr. Peterson knew where the shortfall would be experienced. Mr. Peterson said that over the past four or five years, more and more revenues have been tied to specific services. That eliminates all flexibility when dealing with a budget shortfall. It is difficult to make cuts because in the long run that also cuts available revenues. There has been growth in the area of drug abuse, but those funds are all clearly earmarked for a particular use. Agenda Item No. 5. Other Matters Not Listed on the Agenda from the Board. Mr. Bowerman asked if the Board will be able to keep to the schedule on Wednesday. He is trying to decide if supper should be ordered in for the Board members before the night meeting. Mr. Tucker distributed to the Board members a memorandum dated March 16, 1992, from Dr. Carole Hastings, Assistant Superintendent/Director of Personnel/Human Resources, entitled "Pay for Performance Plan." Mr. Perkins asked if the Schools work session could not be put at the end of the.work sessions. Mr. Tucker said staff can give that some consider- ation in the next year. Everybody on the agenda has already been notified of his or her time to appear. He feels that for Wednesday's meeting, the Board has plenty of time to focus on the School Board's initiatives, and the question of the one percent being added to the bonus pool. Agenda Item No. 6. Adjourn to March 18, 1992, at 1:00 P.M. At 4:06 p.m., motion was offered by Mr. Bain, seconded by Mrs. Humphris, to adjourn this meeting until 1:00 p.m. on March 18, 1992. Roll was called and the motion carried by the following recorded vote: AYES: NAYS: Mrs. Humphris, Messrs. Marshall, Martin, Perkins, Bain and Bowerman. None.