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HomeMy WebLinkAbout1990-05-22 adjMay 22, 1990 (Afternoon Adjourned Meeting) (Page 1) 210 An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on May 22, 1990, at 2:30 P.M., Meeting Room 5/6, County Office Building, McIntire Road, Charlottesville, Virginia. This meeting was adjourned from May 16, 1990. PRESENT: Messrs. Edward H. Bain, Jr., David P. Bowerman and F. R. Bowie, Mrs. Charlotte Y. Humphris, Mr. Walter F. Perkins and Mr. Peter T. Way. ABSENT: None. OFFICERS PRESENT: County Executive, Mr. Guy B. Agnor, Jr.; and County Attorney, Mr. George R. St. John; Superintendent of Schools, Mr. N. Andrew Overstreet; Assistant Superintendent of Schools for Business and Finance, Mr. David S. Papenfuse. SCHOOL BOARD MEMBERS PRESENT: Messrs. Richard A. Bagby, William W. Finley, Clifford W. Haury, Charles S. Martin (arrived at 2.37 P.M.), and Mrs. Patricia L. Moore (arrived at 2:37 P.M.). SCHOOL BOARD MEMBERS ABSENT: Mr. Roger R. Ward and Mrs. Sharon Wood. Agenda Item No. 1. Joint Meeting with the School Board. The meeting was called to order at 2:37 P.M. by the Chairman, Mr. Bowie and the Chairman of the School Board, Mr. Martin. Agenda Item No. 2a. Joint Meeting with the School Board: Albemarle High School Renovations. Mr. Papenfuse said that additional classrooms and better playing fields are among some of the improvements planned for Albemarle High School in the 1992 year of the Capital Improvements Plan (CIP). He then pointed out the areas of the school destroyed by recent arson. Mr. Papenfuse said it makes sense to him to rebuild the destroyed areas of the school with the future improvements in mind. The Alumni Association of Albemarle High School had proposed, before the fire, that a field house be added to the renovation project in the CIP. These parents offered to raise one-half the cost of the field house, which is estimated to cost between $500,000 and $600,000. Mr. Papenfuse said a field house could remedy some of the problems addressed in the project scheduled for 1992, such as the renovation of exist- ing public bathrooms, storage and the concession area. A field house would also provide additional space for lockers, offices, a weight room and wres- tling practice. Mr. Papenfuse said that housing practice facilities, storage and equipment in a separate structure would reduce theft and vandalism in the high school. Mr. Papenfuse asked that the Board indicate whether it believes it would be reasonable for the School staff to go ahead and see how a field house, as outlined in the material presented to the Board, would work with the project outlined in the CIP, now that the fire has made reconstruction of the general area necessary. Mr. Martin said the School Board believes that architects should review the outlined project, report the cost and present some preliminary drawings of the field house. Mr. Papenfuse said the school staff, if the Board allows them to proceed, will return to the Board with the cost of the original project scheduled in the CIP and that of the new project. Sources of revenues for the new project could include the funds previously set aside for the renovation and the money recovered from the insurance company. Mr. Way questioned the validity of the $600,000 figure quoted as an estimate for the field house. He said that half of a gymnasium could not be be built for this sum. Mr. Papenfuse said he has discussed this project with architects who designed a field house in Chesterfield County that was built for about $500,000. Mrs. Moore said she had questioned the estimate as well. She said that Mr. Glen Parson, Chairman of the Building Committee and an owner of Blue Ridge Builders' Supply in Crozet, said he thinks the estimate is reasonable. She May 22, 1990 (Afternoon Adjourned Meeting) (Page 2) 211 said that Mr. Parson is willing to discount all the material used in the field house, charging the County what he would charge a builder to construct the project. She said that Mr. Parson is to provide the School Board with a list of materials and their costs. Mr. Bagby said he believes the School Board is asking the Board for two things: to allow the school staff to determine how the new field house would work within the scope of the original project and to commit itself tentatively to approving the field house so that the Alumni Association can begin to raise money for the project. Mr. Way said he is impressed with the offer of the Alumni Association. Mr. Bowie said it is conceivable that the cost of the field house could be offset even more than anticipated. Mr. Bain asked if the School Board is asking that the entire project outlined in the CIP be undertaken now, in conjunction with the field house and the renovation of the destroYed portions of the school. Mr. Papenfuse said "not necessarily" and added that the school staff needs to consider how best to schedule the various parts of the project: the site work, the repairs necessary due to the fire and the new field house. He said the school staff has made contingency plans based on the assumption that the improvements will not be available for next year. He said the insurance company will pay for the moving, set-up and rental of mobile classrooms during this period. The School Board would prefer not to renovate the destroyed portion of the school until it has an overall plan for the entire school. Mr. Way said he can agree to allowing an architect to engage in a prelim- inary review of the project. He questioned whether something extra should be added to the school just because of the fire. He also questioned the wisdom of creating such a huge athletic complex at Albemarle High School, especially given the possibility that the County may have to build another high school before long. Mr. Bowie said he thinks it is reasonable to find out how the proposed field house would work with the renovations scheduled in the CIP. He said he is not ready to commit to funding the field house until he knows how much the project will cost. Mr. Way said it will be very difficult not to approve the funding if the Alumni Association manages to raise $250,000. Mr. Bowie said he hopes that the Alumni Association is made aware that the Board needs more information before it can decide on the project. Mrs. Humphris said she agrees with Mr. Bowie. Motion was offered by Mr. Way and seconded by Mrs. Humphris to authorize the school staff to seek preliminary estimates for the field house and to determine how it would fit in with the renovations scheduled for Albemarle High School in the CIP. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Agenda Item No. 2b. Joint Meeting with the School Board: Pay and Classification Plan Study. Dr. Carole A. Hastings, Director of Personnel, addressed the Board. She said the Board has discussed raising the base salary scale by two and one-half percent after July 1, providing a merit pool of three percent and seeking bids for the triennial pay and classification study. She said she intends that the pay and classification study be completed by November 1, 1990, in the hope that any changes could be implemented during 1990-91. Dr. Hastings said that six companies have bid for the privilege of conducting the pay and classification study. These bids ranged from $31,075 May 22, 1990 (Afternoon Adjourned Meeting) (Page 3) 212 to $110,000. The estimated cost of the project was $80,000. She said that she and-Mr. Bob Brandenburger, Fringe Benefits Coordinator, have analyzed these bids and spoken to the vendors. She said she wanted to make sure that the companies could provide the support needed for a full, comprehensive study, rather than just comparing the County's job descriptions and salaries with matching job descriptions and salaries in other localities. Dr. Hastings said the new pay classification study should begin with every employee, except teachers, filling out a questionnaire which would be analyzed and reviewed by the employees' supervisors. A point factoring system would then be applied to each position and the positions grouped. These groups of positions would then be compared to positions in other areas. The comparison of salaries would include a comparison of the benefits offered to County employees. A project study committee, comprised of department heads and principals, would be established. While analyzing the bids, Dr. Hastings continued, she considered the vendors' previous experience with school divisions and local governments. She said it is difficult to find firms that have handled both types of employment. The third criteria was whether the vendor could provide a sophisticated system of personnel and compensation software. She said a software package that assists in the analysis of jobs and their proper salaries will be essential in maintaining the project and perhaps eliminating the need to conduct comprehen- sive studies every three years. After analyzing the bids according to these three criteria, Dr. Hastings said, she recommends that the contract for the study be let to either the Ernst and Young Compensation Consulting Group, which bid $77,485 or Deloitte and Touche, which bid $86,500. Before recommending one of these firms, Dr. Hastings said she would like to interview the two vendors. She said she feels confident that either one of these firms could provide the service required by the deadline. She asked that the Board authorize the expenditure of up to $86,500 to fund the pay and classification study. Mr. Bain asked how the software package would eliminate the need for pay and classification studies every three years. Dr. Hastings said the software would lead Personnel staff through a decision-making program; then the com- puter uses statistical and regression analyzes in order to develop a salary scale for a particular position, based on market data. She said the software package would allow salaries to be kept current. Mrs. Moore said the classified employees in the school division have complained that they spent hours filling out questionnaires during the last pay and classification survey. She asked if this information has become so out-dated that the whole process has to begin again. Dr. Hastings said the last study, which was completed three years ago at a cost of $20,000, repre- sented a minimal level of analysis. She said this study did not consider whether the County's job descriptions should be updated on the basis of information garnered by the questionaires. Dr. Hastings said the Personnel Department would like to start over and look closely at all positions in the County, beginning from the bottom. She said that things have changed: more technological expertise is required of employees at almost every level. She said she would like to assure everyone that the new questionnaires will be analyzed. Employees will also be allowed to appeal a recommendation if they believe their position has been placed in an inadequate salary range. Mr. Bagby asked if it would be possible to implement in phases any recommendations from the proposed study, since any changes could be expensive and difficult to fund in one year. Dr. Hastings said this will be the Board's decision. She said the consultant may recommend measures based on the Coun- ty's competitive stance, but the Board must decide whether to follow the recommendations. She said that a decision to delay any recommendations over several years should be based on the fact that salaries are on the rise in the marketplace. Mr. Martin noted that the Personnel Department completed a rather inten- sive salary study last fall. He asked what the proposed pay and classifica- tion study would do that this most recent study did not. Dr. Hastings said the study completed last fall was a market analysis. The proposed study will make sure that employees are classified correctly, that the job descriptions are accurate and that the salaries are in accordance with the descriptions. May 22, 1990 (Afternoon Adjourned Meeting) (Page 4) 213 She said she also hopes that the proposed study will encourage the County to set compensation goals. Dr. Hastings said the problem with making decisions based on a market -. analysis alone is that the relations between the different levels of employ- ment is ignored, such as the relation of bus-drivers to clerical staff, or bus-drivers to supervisors. She said either consultant recommended will examine these internal relationships as well as compare the positions and salaries to those in the marketplace. Mr. Agnor said there is an alternative to hiring a consultant to conduct this pay and classification study: staff could do the job itself and use the funds to buy the necessary software. He said he thinks staff should gain the abilities to study the j~b classification plan and pay scale, to examine job duties and descriptions, and to insure internal and external equity in the pay scale. He said he realizes that some people think a consultant can be more objective than someone from the inside. Nevertheless, he said, he does not believe that a consultant can fully fathom both the structure of local govern- ment and the school division. Mr. Agnor said he recommends that staff under- take the pay and classification study. Instead of spending money on a consul- tant, he recommended that the funds be used to hire a classification staff person to complete the study and update it continually. He said that buying the software and hardware necessary for the study would cost about $25,000, which would be a one-time cost. He said there would also be a repetitive cost of about $35,000 a year, which would include salary and benefits for the classification specialist. Mr. Agnor said that funds were available in the General Fund balance for the equipment and position. Mr. Bowie said there will not be a lot of money left in the carryover balance and asked if Mr. Agnor and Dr. Hastings both believe that this is the most important need facing the County. Mr. Agnor said "yes", because local government is a service agency and oriented towards people. Mr. Bowie said he opposed funding the last consultant and he will proba- bly not support funding the proposed consultant. Mr. Martin said he would prefer that the staff undertake the project rather than hire a consultant. Mr. Bowerman asked why the Personnel Advisory Committee was excluded of these deliberations. Mr. Agnor said that discussions of job classification sometimes come close to discussions of individuals rather than positions. He said that a Board-appointed committee such as the Personnel Advisory Committee must be accessible to the media, under the Freedom of Information Act. Mr. Agnor said that a staff-appointed committee is not required to reveal the content of its deliberations to the news media. Mr. Finley asked if a consultant would leave the software package with the County after completing the study. Dr. Hastings said "yes". Mr. Finley asked if someone would have to be employed to run and update the software package. Dr. Hastings said "yes". Mr. Bain said he thinks it is important to keep the study up to date once it has been completed. He said he likes the idea of using a software package, if it is a good software package, one that has been proven in the marketplace. Mr. Overstreet said he agrees with Mr. Agnor's proposal. He said he thinks it is important to assess constantly the data used to classify jobs and determine salaries. Mr. Bowie asked what was the role of the Personnel Advisory Committee in coming to this recommendation. Mr. Agnor said the Committee had no part in the recommendation. Mr. Perkins said that when the County lists its specifications for a project and then takes bids on that project, it generally accepts the lowest bid. He asked if some of the companies that bid for the pay and classifica- tion study were not "up to par". Dr. Hastings agreed that this was the case. May 22, 1990 (Afternoon Adjourned Meeting) (Page 5) 214 Mr. Perkins said he is also concerned that one of the justifications for the study is that the career ladder has made the salaries for some teachers too close to those of administrators. Mr. Perkins said he thought one of the reasons the career ladder was implemented was to keep good teachers in the classroom, to keep them from having to become administrators in order to earn higher salaries. He said this County has never considered supply and demand as a factor in determining salaries. He thinks there are many applicants for every position advertised in the County, which leads him to believe that salaries are adequate. He said there were 20 applicants for the position of principal opening up at the new Crozet Elementary School. Mr. Overstreet said the issue is not just a matter of attracting and hiring new employees: it is just as important to compensate fairly and adequately the employees doing a good job for the County now. If employees do a good job, he said, they deserve to be compensated fairly and adequately. Mr. Overstreet said the County has an advantage in hiring employees, because this is a beautiful place to live and work. Nevertheless, he said, he does not believe the County should exploit this advantage and ask its employees to work for salaries below what is being offered in other areas. Mr. Perkins said he knows how the salaries have increased in both local government and the school division and these increases outweigh anything offered in private enterprise. He said that Westvaco, the pulp and paper company for which he works, increased its salary scale by 18 percent from 1984 to 1989. Mr. Perkins said he thinks salaries for some Albemarle County employees have nearly doubled since 1984. Mr. Overstreet said representatives of local private industry met with County officials to discuss the salary study. According to these representa- tives, he continued, the County has fallen behind on salaries in a number of ways. Mr. Bowie said the issue before the Board is whether staff or a private consultant should conduct the pay and classification study. Mr. Bowerman said he thinks staff should undertake the study and that Dr. Hastings should be able to provide the necessary expertise. He thinks inequi- ties develop in salaries and job descriptions year by year, yet under the present system, nothing is done about these inequities until several years have passed. He said he believes that some of the positions are adequately compensated, but others are not, and this concerns him. He said it seems to him that the key to the whole issue is the salary paid to the lowest classifed employee, because all other salaries are based on this amount. Mr. Bowie asked if Mr. Bowerman intended his comment to stand as a motion. Mr. Bowerman said "yes". Mr. Bain seconded the motion. Mrs. Moore asked if reports concerning the progress of the pay and classification plan would be made available to the Personnel Advisory Commit- tee. Dr. Hastings said "yes". Mr. Bowerman said he thinks it is important for the Board to coordinate closely with the School Board, so that procedures concerning personnel are acceptable to both groups. He believes that discussions containing confiden- tial information need not be made public by a Board-appointed committee. He asked Mr. St. John to study this issue and determine what latitude a personnel committee has in deciding what is confidential and what is not. There was no further discussion. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Agenda Item No. 2c. Pay for Performance. Dr. Hastings said she has been working with a joint committee to study the use of the pay for performance plan in the school division effective July, 1990. Among other things, the committee recommended that a vested step May 22, 1990 (Afternoon Adjourned Meeting) (Page 6) 215 increase (two andone-half percent) be granted to new employees after they have completed their probationary period. The previous practice has been to award a two and one-half percent bonus in local government; school division employees have not received any payment upon completing this probationary period. Vesting upon completion of the probationary period would provide some base salary change until the person was fully into the pay for performance cycle. Mr. Bowie noted that some probationary periods are longer than six months. Dr. Hastings said the only probationary periods longer than six months are those for police officers with no law enforcement experience in Virginia. Mrs. Humphris suggested that the second sentence of section H, paragraph 1, of the Procedure for Salary Administrative and Position Classification be reworded, because it makes no sense. Dr. Hastings agreed to revise this section later. Motion was then offered by Mr. Way and seconded by Mr. Bain to approve the addition of paragraph 4 to section H of P-60, Salary Administration and Position Classification, reading: "Completion of probationary period - Upon successful completion of their probationary periods, employees will vest one step (two and one-half percent) on the pay scale". Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Motion was offered by Mr. Bagby and seconded by Mrs. Moore to approve a like policy for the School Board, reading: "Completion of probationary period (classifed/administrative staff - Upon successful completion of their proba- tionary periods, employees will vest one step (two and one-half percent) on the pay scale. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bagby, Finley, Haury, Martin and Mrs. Moore. NAYS: None. ABSENT: Mr. Ward and Mrs. Wood. Agenda Item No. 3. Status Report: Alcohol/Drug Free Workplace. Due to lack of time, this item was deferred. Agenda Item No. 5. Executive Session: Sale or Acquisition of Property. At 3:37 P.M., motion was offered by Mr. Way and seconded by Mr. Bain to move to executive session to discuss the acquisition of property necessary for the proposed urban school in accordance with section 2.1-344.A.3 of the Code of Virginia. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Motion was then offered by Mr. Bagby and seconded by Mr. Finley that the School Board move to executive session to discuss the acquisition of property as authorized by section 2.1-344.A.3. of the Code of Virginia. Roll was called and the motion carried by the following recorded vote: AYES: NAYS: ABSENT. Messrs. Bagby, Finley, Haury, Martin and Mrs. Moore. None. Mr. Ward and Mrs. Wood. Agenda Item No. 7. Certificate of Executive Session. May 22, 1990 (Afternoon Adjourned Meeting) (Page 7) 216 The Board reconvened into open session at 3:52 P.M. Motion was offered by Mr. Perkins and seconded by Mr. Bain to adopt the following resolution. CERTIFICATION OF EXECUTIVE M~TING WHEREAS, the Albemarle County Board of Supervisors has convened an executive meeting on this date pursuant to an affirmative record- ed vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.1-344.1 of the Code of Virginia requires a certification by the Albemarle County Board of Supervisors that such executive meeting was conducted in conformity with Virginia law; NOW, THEREFORE, BE IT RESOLVED that the Albemarle County Board of Supervisors hereby certifies that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the executive meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the executive meeting were heard, discussed or considered by the Albemarle County Board of Supervisors. VOTE: Roll was called on the motion which passed by the followimg vote. AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Hamphris, Mr. Perkins and Mr. Way. NAYS: None. ABSENT DUllING VOTE: None. ABSENT DURING MEETING: None. Motion was offered by Mrs. Moore and seconded by Mr. Bagby to approve for the School Board the certificate set out above. Roll was called and the motion carried by the following recorded vote: AYES: NAYS: ABSENT: Messrs. Bagby, Finley, Haury, Martin and Mrs. Moore. None. Mr. Ward and Mrs. Wood. Agenda Item No. 3. Renewal of CAC3 Grant. Motion was offered by Mr. Bain and seconded by Mr. Way to adopt the following resolution authorizing the Charlottesville-Albemarle Clean Community Commission to apply for the renewal of a grant from the State Department of Waste Management. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. WHEREAS, the Board of Supervisors of Albemarle County, Vir- ginia, recognizes the existence of litter problems within the boundaries of Albemarle County; and WHEREAS, the Virginia Waste Management Act provides, through the Department of Waste Management, Division of Litter Control and Recycling, for the allocation of public funds in the form of Grants for the purpose of enhancing local litter control programs; and WHEREAS, having reviewed and considered the Regulations and the Application covering administration and use of said funds; BE IT RESOLVED, that the Board of Supervisors of Albemarle County, Virginia: May 22, 1990 (Afternoon Adjourned Meeting) (Page 8) Hereby expresses the intent to combine with the City of Charlottesville in a mutually agreed upon and Cooperative Program, contingent upon approval of the Application by the Department of Waste Management, Division of Litter Control and Recycling, and contingent upon receipt of funds; and Hereby authorizes the Charlottesville-Albemarle Clean Commun- ity Commission (CAC3) to apply on behalf of all of the above named localities for a Grant, and to be responsible for the administra- tion, implementation, and completion of the Program as it is de- scribed in the attached Application form LCG-1; and Further accepts liability for its pro rata share of any funds not properly used or accounted for pursuant to the Regulations and the Application; and That said funds, when received, will be transferred immedi- ately to the Charlottesville-Albemarle Clean Community Commission or if coordinated by the Planning District Commission, said funds will be sent directly to the Planning District Commission by the Depart- ment. Ail funds will be used in the Cooperative Program to which we give our endorsement and support. Hereby requests the Department of Waste Management, Division of Litter Control and Recycling, to consider and approve the Appli- cation and Program, said Program being in accord with Regulations governing use and expenditure of said funds. 217 Agenda Item No. 4. Other Matters from the Board and Public not listed on the Agenda. Mr. Bowerman commented that in the draft of the Alcohol/Drug Free Workplace Policy, on the bottom of the second page, is the phrase "Any employee of the board who is convicted of illegal possession .... " He asked which board is meant by the term. He suggested changing this sentence to read "Ail County employees who are convicted of illegal possession .... " Mr. Bowie objected to the wording of the following sentence on the first page of the drafted policy: "This policy is not intended to prevent County employees from participating in official functions outside of the County Office Building or schools where alcohol may be served." Mr. Bowie said there should be no official functions at which alcohol is served. He thfnks the phrase "official functions" should be changed to "social functions". Mrs. Humphris questioned the wording of the following sentence: "The board will not tolerate any violation of the law and, in accordance with the laws, will fully support any employee who, in good faith and with probable cause and without malice, acts to report the activities of students or other persons .... " She said she does not believe the phrase "without malice" is needed. Mr. St. 3ohn agreed. Mr. Perkins said the term "County facilities" should be substituted for "County Office Building" in the second paragraph of the policy. Agenda Item No. 7. Adjourn. At 3:59 P.M., with no further business to come before the Board, the meeting was adjourned. CHAIRMAN