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HomeMy WebLinkAbout1989-03-27 adjMarch 27, 1989 (Adjourned Meeting) 375 (Page 1) An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held jointly with the School Board on March 27, 1989, at 8:00 A.M., Meeting Room #5, County Office Building, 401McIntire Road, Charlottesville, Virginia. The meeting was adjourned from March 22, 1989. BOARD MEMBERS PRESENT: Mr. Edward H. Bain, Jr., Mr. F. R. Bowie, Mrs. Patricia H. Cooke (arrived at 8:09 A.M.), Messrs. Walter F. Perkins and Peter T. Way. BOARD MEMBERS ABSENT: Mr. C. Timothy Lindstrom. OFFICERS PRESENT: Mr. Guy B. Agnor, Jr., County Executive Agenda Item No. 1. Call to Order. Thelmeeting was called to order at 8:09 A.M. by the Chairman, Mr. Way. Mr. Way said he would need to leave at 9:15 A.M. for another meeting. He suggested that the next joint meeting scheduled for April 24, 1989, be moved forward to April 17, 1989, to leave time for budget matters that may need to be discussed. The Boards agreed to this date. Agenda Item No. 2a. Joint Meeting with School Board: Summary of Plan Development - Meriwether Lewis, Crozet and Southside Elementary School. SCHOOL BOARD MEMBERS PRESENT: Messrs. Charles S. Armstrong, William W. Finley, Clifford W. Haury, Charles S. Martin, Charles R. Tolbert, and Roger R. Ward. SCHOOL BOARD MEMBERS ABSENT: Mrs. Sharon Wood. Also present were: Mr. N. Andrew Overstreet, Mr. David Papenfuse, Mr. John English, and Dr. Carole Hastings. Mr. Overstreet said his office had provided a report regarding the process involved in the Meriwether Lewis, Crozet and Southside Elementary School projects which had been requested by Mr. Lindstrom in a previous meeting. He said the information had been distributed to the Board, and he would answer any questions they might have. Mr. Agnor suggested that a committee be 'formed to study this information for ways to implement improvements in the next school project. He said a member of the School Board's Long Range Planning Committee could be on the committee along with staff people. Mr. Tolbert said that seemed reasonable to him but he felt there is more involved in these projects than what is shown, in Mr. Overstreet's outline. He said he would rather that the Long Range Planning Committee not work on this since they were busy preparing their final report. Mr. Tolbert suggested that a separate committee be formed consisting of~a School Board member, a member of the Planning Commission, and a member of the Board of Supervisors. Mrs. Cooke thanked Mr. Overstreet for providing the information. She said she would rather wait until Mr. Lindstrom was present, however, before making any in-depth comments. Mr. Bain said when he looked through all the information, it appears that no one has control over the number of children coming to the schools. He felt the Long Range Planning Committee could help most with implementation of those numbers. Mr. Perkins said the information provided by Mr. Overstreet coUld also be useful to the Capital Projects Supervisor/Coolrdinator in trying to improve the process. Mr. Way said the consensus of the Boards seemed to be to establish that committee. Mr. Tolbert said he was concerned with the charge to the commit- tee. He said it depends on what the Board wants to achieve. There are gaps in the process shown in the outline and placer where the Boards should have been involved before the project got too far along, and it did not happen. He 376 March 27, 1989 (Adjourned Meeting) (Page 2) said the focus could be on more Board control of the process or on making sure the legal processes are correct for bids, etc. Mr. Way said that maybe, as Mrs. Cooke suggested, each Board should take the opportunity to discuss the committee in terms of what the focus should be, and appoint a committee at the next meeting. Agenda Item No. 2b. Financing of Capital Projects. Mr. Agnor summarized the CIP funding available to the County. He said the County has relied for 15 years on borrowing from the State Literary Fund. However, the rules have changed regarding the amount of money that can be borrowed, and the interest rate has gone from three percent to six percent. He does not think the County will ever be able to obtain Literary Funds in the future. Mr. Agnor said the Virginia Public School Authority was created to combine bond issues. He said VPSA is being used by other school divisions to consolidate bond issues. He said they would not consider applicants who do not agree for VPSA to handle arbitrage because it is such a complicated issue. VPSA is rated AA and charges 1/10 of one percent to market the bonds. The interest rate at this time is 7 1/8 percent. They also do financial investment counseling. Mr. Agnor said VPSA would be a good alternate to the Literary Fund. He said the Literary Fund has a limit of $2.5 million on each project and $15 million per locality. Mr. Agnor said the general obligation bond is for all types of projects. The County could also go to referendum with a package group of projects for several years. The Grayson Commission is studying the po~ssibility of equal taxing powers for counties, but the legislation has been Carried forward to another year. He said that Albemarle County used current ~revenues for ten years to take care of smaller projects. Other funding possibilities are the use of Carry-Over balance and sale of assets. The sale of the old Scottsville School will not generate any revenue, but something has t6 be done with the Greenwood School property. He also said there is the possibility of selling the Priddy Creek property. The last option Mr. Agnor discussed was that of split'ting the collection of taxes. Half would be collected in June and half in De~ember. The first year a windfall revenue would be created on a one time basis. He said split- ting the real estate collection would amount to $10 milliqn, and personal property would amount to $4.5 million. The Board has considered this in the past, but decided the windfall would be greater by waitin~ longer. He said some people would prefer splitting the collection because !they do not like having to pay taxes just before Christmas. On the other ~nd, taxes would also have to be paid just before vacation time. Mr. Way wondered if it would not be a good idea to m~e plans now on the existing Crozet School building which will be vacated upo~ completion of the replacement school in order to prevent a situation like G~eenwood. Mr. Bowie said when the contract is let and the occupancy date is k~bwn, he feels the old buzldzng could be declared surplus mmmedlately. The Epard could then start advertising because it is easier to sell the buildi~ while people are using it than when it becomes vacant. Mr. Tolbert said he could see no problem with that idea. The School Board has retained buildings longer than necessary because!of nostalgic reasons in the community. He said staff would have to recommend that the building be declared surplus and turned over to the Board ~f Supervisors. Mr. Finley asked why the County is holding onto the P~iddy Creek prop- erty. Mr. Agnor said there may be a need for a park in th~ northeast section of the County someday. Mr. Way said the County is reluctaht to let go of that much green space. Mr. Bowie added that open land does not!~.sell for a great amount of money. The land was originally purchased for a ~eservoir and could possibly still be used for that purpose 50 years from now. Mr. Tolbert asked if the Board is likely to make a de~ision on splitting the tax collections soon. He thought it would be a good i~ea to wait until the Long Range Planning Committee makes its report. Mr. W~y said the idea is discussed almost every year. March 27, 1989 (Adjourned Meeting) (Page 3) 377 Mr. Tolbert asked what role the School Board would play if the County goes to VPSA funding. Mr. Agnor said both Boards would have to adopt a resolution applying for financing in the next cycle and indicating which projects would be funded. The next cycle is September or October of 1989, so the paperwork would have to be completed by July. Mr. Tolbert asked if that would potentially be done this year. Mr. Agnor said the Board of Supervisors would decide in the next few weeks and would notify the School Board of their role. He said the Crozet and Southside School projects were dependent on the Literary Fund, and it is now obvious that funding will not be available. Agenda Item No. 2c. Discussion of Capital Projects Supervisor/ Coordinator. Mr. Agnor said a position description had been drafted by staff for a position oriented toward architectural/engineering design and construction management. He said the responsibility of forecasting needs, planning projects, and working with planning committees will remain in each department. This person would become involved when the project gets to the point where an architect is needed. He said funding for the position would come from the Capital budget, since the responsibilities will be directly related to capital projects. The salary would be similar to an Engineer II, with this position being assigned to the engineering staff. Mr. Way asked if the job description had'been prepared jointly by staff, Mr. Overstreet and Mrs. Hastings. Mr. Agnor said that Mr. Overstreet had submitted a few changes to the job description to include a requirement for State approvals and that coordination should .be through the Superintendent and the Department Head of the agency. Mr. Bain asked if the pay range and quallifications were realistic. Mr. Agnor said the range would be realistic for someone young or someone retired. He said it is really hard to say until the job is advertised. Mr. Bain said he is concerned that someone young may not ha~e the experience required by the job description. He feels that experience is critical to this position. Mr, Finley said it sounds to him like the person in this position would not have much "clout". The position is that of interfacing. He wondered what authority the person would have. Mr. Agnor s~id there would be the responsi- bility to look at the design changes and discuss them with the user Department Head and either accept or reject them. He sa~:,d there would be the authority to approve or disapprove change orders. Mr. Eiinley said he could make that decision only after getting users together. ~r. Agnor said he thinks it would be important to get the users together becaus~I their point of view might be different from the engineer's point of view. !iHe said this position would also entail responsibility for staying within the ~unding once the construction contract is let. Mr. Finley said it sounds l~ke a job for a young person to him. iii Mr. Way said the idea of creating such a i~osition has been pending for a long time. He said it is important to make a iiidecision on this item and imple- ment it. There is a lot of work for the person in this position. Mr. Bain said he feels the position is e~sential. He just wondered if the salary should be increased when the posit~iOn is advertised. Mr. Bowie said he feels the money is there to hire a qualified person. Mr. Tolbert said the Clerk of the Works ~0sition included in the school budget should probably report to this positio~i He thought the Clerk of the Works position should be funded asa staff position under this one. Mr. Finley said there would need to be a line rega~rding supervisory responsi- bilities added to the job description. Mr. F~ley asked if this position would have any authority regarding inspections~i!~. Mr. Agnor said any inspec- tions would be for compliance with the design.: County inspectors would be responsible for code violations. Mr. Way asked if any Board members had any objection to this position. Mrs. Cooke said the Board has been waiting for-l'a long tSllle, and it is time to "fish or cut bait". 378 March 27, 1989 (Adjourned Meeting) (Page 4) Motion was offered by Mr. Bowie and seconded by Mrs. Cooke to approve the job title for the Capital Projects Coordinator as presented today, recommended by the County Executive, and with the amendments discussed. Roll was called and the motion carried by the following recorded vote: AYES: Mr. Bain, Mr. Bowie, Mrs. Cooke, Messrs. Perkins and Way. NAYS: None. ABSENT: Mr. Lindstrom. Agenda Item No. 2d. Status of Construction Bid Process on Crozet, Southside, Stony Point and Yancey Schools. Mr. Papenfuse updated the Boards on the status of the bid process for school projects. He said Crozet was let for bids today, and the bids are due back on April 25. Approval of the specifications from the State was received about a week ago. The Southside School plans are in Richmond now. There is a 30 day cycle on approval of plans. Construction on Crozet should begin the first or second week of June. The plans for Yancey School were submitted a week later than Southside. The Stony Point School plans ~will go to Richmond in three weeks. Mr. Tolbert asked when the Yancey and Stony Point projects are scheduled for completion. Mr. Papenfuse said hopefully, for a September, 1990, opening date. He said there is a 30 to 45 day contingency grace period for Crozet if there are delays in construction. Stony Point and Yanceyi have critical schedules. There will have to be delay clauses added. M~. Bain asked what happens if the building time frame is longer than 400 days. Mr. Papenfuse said there should not be any problems with Crozet and Sou~hside. Stony Point and Yancey will be on a tight schedule because construction will take place in the summer time, and there will be asbestos removal invol~ed. Mr. Bain asked how much effort had been made to inform parents of the asbestos problem. Mr. Papenfuse said they had made the staff aware, but he did ~ot know if parents had been informed. He said this would not impede education in any way. Agenda Item No. 2e. Other Matters Not Listed on the!~!Agenda. ~' (Mr. Way left the meeting at 9:00 A.M., and Mrs. Cooke assumed the Chair. ) Mrs. Hastings said at the last meeting she had presented the idea of a three tier Blue Cross/Blue Shield Plan for implementationi.ion July 1, 1989. Since that time a committee representing the school divis~ion, local govern- ment, the Joint Security Complex, the Albemarle County Service Authority, and the Vocational Technical Education Center had been working, with Blue Cross representatives to develop such a plan. Mrs. Hastings ha~ed out an outline of the three proposed plans. She said staff requests aut! orization to proceed with a preliminary survey of employees to determine their 'interest in the three plans. The consensus of the Boards was to proceed. Agenda Item No. 3. Recess. At 9:19 A.M., the Board recessed until 1:00 P.M. Agenda Item No. 4. Call back to order at 1:00 P.M., !Meeting Room 7. The Board reconvened at 1:03 P.M. with Mr. Lindstrom!~nd Mrs. Cooke absent. Agenda Item No. 5. Work Session: 1989-90 County Budget: Budget Over- view, County Executive, Guy B. Agnor, Jr. Mr. Agnor said the recommended FY 89/90 budget total~ $72,990,010, representing an increase of 5.70 percent over last year. ~he budget is balanced within the Board's guidelines for the allocation pf local revenues with a reserve of $500,000 for the Board's use in additio~to the figure of March 27, 1989 (Adjourned Meeting) (Page 5) 379 $72 million. The budget as presented does not anticipate any new revenue sources or any change in the current tax rates. It does reflect a 14.3 percent increase in real property taxes derived through the biennial reassessment. He said funding of the budget does not rely on use of carry-over funds from the General Fund or the School Fund because these are planned for use in the Capital Improvement Program. It does anticipate the use of $100,000 of carry-over money in the School Textbook Fund to accommodate the cycle of book purchases. Mr. Agnor then discussed the revenues portion of the budget. He said revenues in the General Fund are estimated to total $51.04 million, which is a net increase of 5.65 percent. The major portion of the increase is derived from Property Taxes. Revenues in the School Division are estimated at $49.99 million, a net increase of 3.84 percent. On the expenditure side, Mr. Agnor said the budget does not include any new programs or additional personnel. It provides a 3.89 percent increase in operations which is divided between General Government and the School Divi- sion. He said the Capital Improvement Program receives the largest percentage increase of 54.56 percent. He said the operational increase goes almost entirely to employee Salaries. General Government employees and classified School Division employees are recommended fo~ a 2.5 percent across-the-board salary scale increase. The performance awar~ system is funded at a five percent level. Employees on the teacher salary scale will receive a base salary increase of $1,200, which calculates to an increase from 4.2 percent to 5.9 percent, depending on which step in the Sicale is used. Teaching employees will be eligible for continuation in the career ladder program, which with the base scale increase is calculated to meet theiState mandated 7.3 percent teacher salary increase. In addition to salary increases, a 7.4 percent increase in the County's payment toward heal~ benefits is recommended, changing the current contribution of $838 to ~900 per employee per year. The employee's contribution toward health insurance will increase signifi- cantly more than the Gounty's contribution. ~ cope with this problem, the County's contribution is intended to be used ~oward a choice of three plans which may be effective July 1, 1989. ii~i The School Division has been advised by ~he State Department of Education that the final budget .adjustments by the General Assembly will result in an additional $170,000 allocated to Albemarle County schools next year. These funds have not been c°nsidered.by the School ~ard and are not included in the budget as presented. .Mr. Agnor recommended that these revenues be added into the budget during work sessions and then allocated by the School Board. Mr. Agnor explained that after examining ~he budget and weighing the needs against the resources, he is recommending' a revised allocation plan. He handed out a two-page breakdown showing his pr~.osed revised allocation. He said the budget currently allocates 35.4 perce~ of new revenues to operations and 46.9 percent to the capital program. The ekpanding operational work loads such as solid waste disposal, fire and rescue operations, library circulation, police protection, education, and social services to name a few, require increased staff and additional facilities. Theiapproved allocation of reve- nues does not provide funds for expanding work ~oads. He felt that postponing funding the needs associated with growth would 9nly compound the impact later. Mr. Agnor proposed that the Board provide at le~t a 5.5 percent operational increase, which would be $836,600, for General ~ )vernment and the School Division to rise above inflationary factors and to fund a small portion of growth needs. He suggested that General Goverrm mnt be allocated $292,000 of that, with the remaining $544,600 going to the ;hool Division along with the $170,000 of State money mentioned previously. H. suggested that be done by restructuring the current Capital Improvement Pr gra~ (CIP) and removing $2.25 million from the General Fund allocation to the IP. He said the $2.25 million from the General Fund would be reallocat~d with $836,600 going to currenE operating needs and divided as just descr, libed; $250,000 to a reserve for pending Public Safety needs; $100,000 to a r~erve for the Board for budget contingencies; and the remainder of $1.06 !~lll~on to the debt service reserve for a bond issue for major school projec~. Mr. Agnor said the rule change in obtaining ~iterary Funds, and loss of the referendum on the meals tax, would require refinancing of the CIP on the next cycle of annual revisions. However, since f~nancing the CIP is directly related to financing operational programs, he recommended that the Board 380 March 27, 1989 (Adjourned Meeting) (Page 6) consider refinancing the CIP at this time instead of waiting until later this year. He said the new rules for Literary Fund loans make long term borrowing from that source uncertain. There are more demands for loans throughout the State, insufficient funds to meet that demand, and a priority system for loan approvals'based on the composite index. Long term borrowing for school projects should, therefore, shift to bonds issued for localities by the Virginia Public School Authority (VPSA). These are issued semiannually and can be depended on as a revenue source when needed. The next bond issue by the VPSA is September/October, 1989, and four major school p~ojects in the approved CIP should be funded in that issue. These are Crozet, Southside, Stony Point, and Yancey Schools, totaling $13.5 million. He handed out a form showing the current and proposed CIP allocations and a breakdown of the general categories. Mr. Agnor said revenues for the approved CIP for FY 89-90 included $1 million in annual General Fund appropriations, $0.85 million to increase that appropriation, and $1.387 million from a meals tax. TheSe sources totaled $3.237 million which is equivalent to the $3.25 million from local sources that were allocated to the CIP at the beginning of this budget process. Local revenues are, therefore, being used to replace a meals tax. Removal from the CIP of $2.25 million from this $3.25 million allocation in 89-90, and reallo- cating these funds for operations and debt service reserves will be a more effective use of current revenues to finance current and:i, long term needs. Mr. Agnor's final point was that the $500,000 reserv~e for FY89-90 of local revenues, which the Board had reserved at the beginning of the budget process, should be considered for allocation toward the dost of opening the two new schools and the Southern Regional Park in FY 90-91. He said by so doing, the impact of those new costs would be spread ove~. a two year funding period. He said as the Board goes through the work sessions, there will be different requests for allocations of this reserve. He asked the Board to keep in mind that the recommended change in financing th~ CIP restructures the financial plan for only the current approved CIP. The n~Xt CIP revision cycle will add more projects and will require an updated financial plan. Mr. Agnor said if the Board considers a request fro~ the Chairman of the School Board to restore $1 million in the carry over funds as a regular allocation to the General Fund, $5 million would have to '.be taken from the General Fund appropriation and replaced by split collection of taxes at sometime during the next five year period. }{e estimated .~that approximately $12 million from the real estate reassessment in 1991 an~~ $5 million from personal property could be realized that way. Mr. Way asked Mr. Agnor to explain the 2.5 percent across-the-board scale increase for employees. He said he thought that two year~s ago the reclassifi- cation system had brought employees up to a competitive range, and that an annual increase would not have to be done. Mr. Agnor said the reclassifica- tion had changed ranges of individual positions where it Was necessary to adjust them to what was reflective of the market. This year a salary survey of several localities indicated that there was a need to i~ead3ust the entire scale. On the overall, the adjustments made last year hal little affect because the competitive employers adjusted their scales lust year as well. Now it is necessary to look at adjusting the scale to mak~ all positions slightly higher, even though the survey shows it needs to,~be adjusted from five to seven percent. This has not been done for three ~ears. He said he would be glad to give the Board copies of the survey results. Mr. Perkins said the study done by the private secto~ showed the County employees were competitive on salaries and fringe benefit~. Mr. Agnor said persons in the private sector had reviewed the salarY sur~ey the County did and felt that a 2.5 percent increase would keep the CountM competitive. He said their response was based on the proposed increase, n~t at salaries as they stand now. In fact, on fringe benefits, in some instances, the County exceeded the competition. Mr. Bowie said he has a probl~ with the increase as well. When the pay for performance system was done two~ years ago, it was based on two assumptions. One was that the annual analys~s of positions would take care of market trends, and that no across-the-board ~ncreases would be made. It would be a job-by-job increase, if necessary. ~r. Agnor said it was agreed that an across-the-board increaSe would not be don~i~ every year. He said it was obvious, however, that the scale could not stay the same forever. March 27, 1989 (Adjourned Meeting) (Page 7) 381 While the County's scale has not changed in three years, other competitive pay scales in the area have been going up. The idea was to avoid adjustments every year, which has been done for three years now. Regarding fringe bene- fits, Mr. Agnor said the County has better benefits with regard to sick leave because of the sick bank policy. When it comes to health benefits, however, the County is not better. Most private industries pay 100 percent of health care coverage for the employee. Currently the County pays 71 percent, and next year that drops down to about 50 percent. The remainder of the cost comes out of the pocket of employees, and some will not get that large of an increase even with the scale change. He said one other thing that drives government salaries is the mandated teacher Salary scale. Also, the state has been giving its employees a 4.5 percent step increase as well as a 3.75 adjustment in the scale. For the last three years, the State has done that twice a year. Trying to hire people to come!to work for the County is diffi- cult with the State giving those kinds of adjustments. He said the proposed increase would not catch local government uplwith competitive employers, but it would be a start. Board of Supervisors, Lettie E. Neher, Present. Requested $285,556; Recommended $262,836. Mr. Robert Tucker, Jr;, Deputy County Executive, said the proposed budget reflects an overall decrease of 19 percent, which repre- sents a 6.7 percent increase in personnel costs and a 14 percent decrease in operating costs, outside of contingency accounts and the one-time transit study cost. Other significant increases andldecreases are: an increase of $4,000 in the cost of the annual audit due t~ an increase in the contract; a decrease of $8,100 in printing costs due to ~pdating the County Code last year; a decrease of $437 in advertising cost~; and a decrease of $890 in the cost of public liability insurance. There a~e no new program additions in personnel or capital needs. The County Executive recommended fundin~ at the requested level with the exception of combined reductions in repair amd maintenance of office equipment and travel in the amount of $2,570 and the t~ansfer to the 1989-90 CIP of the radio communication study in the amount of $~0,000. County Executive, Guy B. Agnor, Jr., Present. Requested $364,976; Recommended $352,611. Mr. Tucker said the p~oposed budget reflects an overall increase of 3.9 percent, representing an increase in personnel costs of 4.83 percent and a decrease in operational costs c increases and decreases are: a decrease in t the "800" toll-free line is no longer necessa supplies based on actual costs; an addition c Information Systems, which is an inquiry ser¥ Departments; an increase of $450 in dues and budgeted item for 1988-89 for the Local Govel There were no new program additions in person The County Executive recommended funding exception of $1,135 for combined reductions i~ f 6.3 percent. Significant ~lephone service of $2,000 since y; an increase of $1,200 on copy ~ $600 for ICMA Management [ce available to all County ~emberships due to an under ~ment Management Association. ~el or capital needs. at the requested level with the printing, postage, telephone, office supplies, copy supplies, books, subscriptions and travel; $500 for overtime for a part-time office assistant; an~ $10,670 for a management intern with desk, computer, and software. Mr. Bain asked what was the requirement ~or a management intern. Mr. Tucker said there was a need for a University! of Virginia student to help with budget preparation as well as with preparatioD of any studies the Board may request or staff may generate. This would allo serve as an internship toward the student's degree. Personnel, Carole Hastings, Present. Requested $198,782; Recommended $166,084. Mr. Tucker said the proposed budge~ decreases by 24 percent, mainly reflecting a large decrease in Workman's Compensation due to revised risk classifications for a number of employees. O' her significant increases or decreases are: an increase of $1,058 in earl' retirement stipends for three retirees; a decrease of $15,000 in sick-leave!payoff, which will be absorbed · within individual departments; and an mncreas~ of $6,635 in the transfer of 382 March 27, 1989~(Adjourned Meeting) (Page 8) funds to the School Division to cover operating costs. There are no new personnel or capital needs recommended. The County Executive recommended funding at the requested level with the exception of $24,500 for a Leadership Training Institute for local government department heads and senior managers and $8,198 in combined reductions in the transfer to the School Fund. Legal Services, George St. Johm, Present. Requestedl $177,155; Rec~mend- ed $177,155. Mr. Tucker said the proposed budget increases by 6.5 percent over last year. This is a 33 percent increase in personnel costs and a corresponding decrease of 56 percent in operating costs due to the transfer of costs for the third attorney from contract services to regular compensation. There are no other significant increases or decreases. This budget includes a capital recommendation of $500 for one typewriter. The County Executive recommended funding at the requested level. Finance - Melvin Breeden, Present. Requested $1,507.,655; Recommended $1,439,269. Refunds - Requested $54,000; Recommended $54,000. Mr. Tucker said the proposed budget represents an increase of 2.83 p~rcent above last year, reflecting an increase in personnel costs of seven .~ercent and a decrease in operating costs of 2.6 percent. Other signifi~cant~7' increases and decreases are: an increase of $3,500 in professional sefgices for implement- ing fixed asset accounting and cash management projects; ~n increase of $3,000 in insurance consultants for an inclusive risk managemenCi'i'study for general government; a decrease of $2,500 in microfilm services; ~ii~:decrease of $2,800 in repair and maintenance of office equipment based on a~ual costs; a decrease of $700 in travel based on actual expenses; and ~n increase of $1,200 in data processing services for the Division of Motor Veh~cles listing and NADA assessments. There was an addition of $3,000 for temporary personnel during the sale of decals and the tax collection season fncluded, with no new capital needs recommended. ~'.i The County Executive recox~ended funding at the requested level with the exception of $22,100 for a tax clerk; $6,000 for additional temporary help during taxtime; $15,800 for capital equipment; and $22,8~'0 for reductions in microfilm services and supplies, repair of office equipment, printing, adver- tising, telephone, books and subscriptions, travel and ot~er operating expenses. ~ Mr. Way asked for an explanation of the need for thei~tax clerk. Mr. Breeden said there has been an increase in the volume of pax items over the last few years. Much of that has been offset by automating the activities, but there is a point of saturation where it is difficult ~o service people at the windows and answer the telephones. He said if the idea of split tax collection or pro-rating taxes is pursued, there will be ~n even greater need for additional help. Mr. Breeden pointed out that no newi~ipersonnel had been added to his staff since 1980. Mr. Bowie said eliminatin~ the need for additional personnel was the main idea of automating the ~011ection system. Therefore, he felt there should be a more definitive justification for additional help. Information Services, Fred l~r~ger, Present. Requested $639,969; Recom- memded $638,519. Mr. Ray Jones, Deputy County Executive,;;said there was an overall increase in the proposed budget of 3.8 percent, reflecting a 7.10 percent increase in personnel costs and a 1.3 percent dec,ease in operational costs. Significant increases and decreases are: a decrease of $2,100 in maintenance contracts due to lower costs for maintenance oh data processing equipment; an increase of $1,000 in telephone costs reftedting new data lines from the main frame to the Courthouse and four schools; a~ increase of $1,010 in data processing supplies; and an increase of $400 in c~py supplies based on actual costs. There are no new Personnel or capital need~irecommended.'~:' The County Executive recox~ended funding at the requssted level except for combined reductions of $1,450 for postage, telephone, !~%ravel, dues and memberships. ~' March 27, 1989 (Adjourned Meeting) (Page 9) 383 Board of Elections. Jim Heil-~,. Present. Requested $105.836; Recom- mended $105,571. Mr. Jones said the proposed budget reflects an increase of 1.8 percent, showing an increase of six percent in personnel costs and a reduction of 12.3 percent in operating costs. Other significant increases or decreases are: an increase of $500 in the cost of maintenance contracts on office equipment; an increase of $550 in printing and copy services; an increase of $400 in advertising costs; and a decrease of $4,600 in postal service costs. There were no new personnel additions. One new voting machine at a cost of $1,900 was recommended. The County Executive recommended funding at the requested level except for combined reductions in travel, dues, and memberships of $265. Agenda Item No. 6. Request for Appropriation: Republican Primary. Mr. Jones said the State Republican Party had decided to hold a statewide primary to select their candidate for governor on June 13, 1989. Mr. Jim Heilman, Registrar, had requested $14,360 to cover the expenses of the pri- mary. Of that amount, $150 for travel would'be reimbursed by the State. Staff recommended appropriation of the requested amount. Motion was offered by Mr. Bain and seco~!ded by Mr. Perkins to appropriate $14,360 as requested by the Registrar and as!set out below. Roll was called and the motion carried by the following recogded vote: AYES: Messrs. Bain, Bowie, Perkins and NAYS: None. ABSENT: Mrs. Cooke and Mr. Lindstrom. FISCAL YEAR 88/89 NUMBER 880042 FUND General PURPOSE OF APPROPRIATION: Funding of Republican Primary EXPENDITURE COST CENTER/CATEGORY DESCRIPTION ~ AMOUNT 1100013020560110 Republican Primary $14~360 TOTAL $14,360 REVENUE DESCRIPTION AMOUNT 1100023000230600 1100051000510100 Electoral Board: $ 150 Appropriation from Fund Bal. 14~210 TOTAL $14,360 Circuit Court, Jeam Easton, Present. Requested $47,000; Recommemded $46,200. Mr. Tucker said the overall proposed increase of 5.2 percent reflects an increase in personnel costs of 9..~ percent and a decrease of 11 percent in operational costs. Other significant increases or decreases are: an increase of $2,354 in compensation costs d~e to reclassification; an increase of $625 in compensation for a part-time law clerk; and a decrease of $1,000 in leasing costs of legal reference software. There were no additions to personnel or capital needs included. The County Executive recommended funding !at the requested level with the exception of $800 for a combined reduction in!itravel, dues, and subscriptions. General District Court, Sterling Hudson, !Absent. Requested $12,145; Recommended $12,145. Mr. Tucker said the proposed budget represents a three percent decrease in operating costs due to noR-repetitive capital costs last year. There were no other significant increases or decreases. No new person- nel or capital equipment needs were included. The County Executive recommended funding !at the requested level. 384 March 27, 1989 (Adjourned Meeting) (Page 10) Magistrate, D. D. Hudson, Absent. Requested $5,840; Recommended $5,840. Mr. Tucker said the total proposed budget of $5,840 reflects a decrease of 26 percent due to replacement furniture purchased last year. There were no other significant increases or decreases. Mr. Tucker pointed out that the opera- tional costs are shared 50/50 with the City of Charlottesville while the salaries are paid by the State. The County Executive recommended full funding of the County's share which is $2,920. Juvenile Cenrt, Amm Commors, Absent. Requested $67,606; Recommended $32,103 as the County's share. Mr. Tucker said the proposed budget reflects an increase of three percent over last year. He said the operational costs, including the fringe benefits for two County deputies serving as bailiffs for the Court are shared on a 50/50 basis with the City of Charlottesville. The County Executive recommended funding at the requested level. Co~-onwealth's Attorney, Lindsay Dottier, Present. Requested $295,761; ~commended $287,541. Mr. Tucker said the proposed budge~ represents an overall increase of 6.17 percent reflected in an 8.5 percent increase in personnel costs and a four percent increase in operationa~ costs. Other significant increases or decreases are: an increase of ~350 in maintenance contracts on office equipment; an increase of $300 in offlice supplies due to actual uses and increased costs; and a $200 decrease in ~avel based on actual expenditures. No new personnel or capital needs are reco~mended. The County Executive recommended funding at the requested level with the exception of a copy machine for $6,520 and combined reductions, in travel, dues and memberships for $1,700. Mr. Lindsay Dorrier said the request was slightly higher than last year because there is a fourth attorney in the office. He saifl his office had pared down their request as much as possible, and it seem~ the County Execu- tive's office has pared itdown even further. Mr. Tucker~isaid since the copy machine is used jointly by the Sheriff's Office and the C~mmonwealth's Attor- ney's office, it is hoped that the State Compensation Board in Richmond will fund that expense. Sheriff, Terry Mawkins, Present. Requested $486,636~. Recommemded $405,531. Mr. Tucker said the proposed budget reflects am overall increase of 9.2 percent due to an increase of 15 percent for personne~ costs for an addi- tional deputy and state salary increases, and a decrease 6f four percent in operational costs. Capital costs have decreased 50 perce~t. Other signif- icant increases or decreases are: an increase of $800 in iitelephone costs for an additional line; a decrease of $1,000 in vehicle equipment and supplies; a decrease of $1,720 in security supplies; and a decrease o~ $1,600 in uniforms. No personnel additions are recommended. Capital equipmen~ consisting of three office chairs and one replacement vehicle for a total of ~12,050 was recom- mended. The County Executive recommended funding at the leve~ requested with the following exceptions: a combined reduction in on-going o~erating costs of $4,500; reduction in the requested vehicle operating cost~ of $1,400; eleven new radios for $20,273; a replacement vehicle for a vehicle with 80,000 miles for $11,750; courtroom security school for two deputies f~r $1,000; and a new Deputy and associated costs. The eleven radios and the c~sts for a new deputy are to be requested through the State Compensation Board. ii' Sheriff Hawkins said the communication equipment was !ibis first priority. He would submit a request to the State Compensation Board ion April 18. He said he has learned that the security school for two deputies sponsored by the U. S. Secret Service will cost only the transportation exl~enses for officers going to and from the school. He feels the travel expenseJs can be worked into the budget. I March 27, 1989 (Adjourned Meeting) (Page 11) 385 Mr. Bain asked what basis the Compensation Board used for determining whether or not to fund a request for a new deputy. Sheriff Hawkins said he has discovered in his dealings with the Compensation Board that they do not recognize courtroom security as a viable funding need. The wording of the title is what bothers them. He said he was told to put his request for a courtroom security bailiff back into the Compensation Board budget for the coming year and call it something else, and there was a possibility it would be funded. He said their priorities go toward law enforcement deputies. (The Board recessed at 2:51 P.M. and reconvened at 3:06 P.M.) Police, Tom M~xwell, Present. Requested $3,209,165; Recommended $2,585,079, Mr. Tucker said the proposed budget reflects an overall increase of 3.8 percent which represents a five percent increase in personnel costs, a decrease of 11 percent in operating costs, and an increase of 31 percent in capital expenditures. Other significant increases and decreases are: an increase of $13,000 in overtime; an increaselof $15,000 in reimbursable overtime; a decrease of $5,755 in the cost of public liability insurance; an increase of $2,700 in office supplies; a dec=ease of $27,233 in vehicle equipment and supplies; and a decrease of $5,~504 in security supplies. There were no additions to personnel. Capital needs recommended include 16 replace- ment vehicles for a total of $197,200. The .County Executive recommended .funding at the current staffing level. Due to budgetary constraints, the following requested positions and accompany- ing expenses were not recommended: seven patrol officers including salary, fringe benefits, operational costs, and capital costs for a total of $331,660; three detectives for a total of $125,595; two, commanders for a total of $99,445; and one secretary for $18,500. The total amount unfunded was $575,200. Mr. Tucker pointed out that a comparison of the Albemarle County Police Department with other county police d~partments and other local depart- ments had indicated that Albemarle County would still be significantly below the average ratio of 1.54 officers per 1,000!i~eople even with the addition of 12 new officers. To reach the average for counties in Virginia, Albemarle would have to add 33 officers to the staff. An{mml Control, Hastings Hall, Absent. IRequested $98,520; Recommended $93,969. Mr. Tucker said the proposed budge~:reflects an increase of five percent in personnel costs, a decrease in operational costs of 14 percent, and an increase of $14,000 in capital expenditur~p for a replacement vehicle for an overall increase of 19 percent. Other significant increases and decreases are: a decrease of $615 from the transfer o~:liability insurance to the Police Department budget; a decrease of $1,634 in vehicle equipment and main - tenance based on actual expenditures; a decrease of $600 in other operating supplies based on projected needs; and an inq~ease of $1,000 for fuel and lubricants based on actual use. There were q~ additions in personnel. One replacement four-wheel drive truck is included for $14,000. The COunty Executive recommended funding at the requested level with the exception of combined reductions in maintenance contracts, office supplies, security supplies, uniforms, and other operating supplies for $750; and three cellular telephones plus operating costs for $3,155. The total of unfunded requests was $4,505. Joint Dispatch, Michael Carroll, Absent.! Requested $261,574; Recommended $261,574. Mr. Agnor said the County's share 9f the proposed budget increases by 18.6 percent over last year's initial appropriation. The total proposed budget reflects an overall increase of 8.9 pc=cent, reflecting the addition of a half-time clerical worker, the reclassification of communications officers, and $4,000 to lease antenna sites for rescue ~ispatch. Also, included in the proposed budget is $107,772 for rescue dispatch. This amount is shared on a 60/40 basis with the City of Charlottesville and includes four full-time positions and associated costs. The County Executive recommended full funding. 386 March 27, 1989 (Adjourned Meeting) (Page 12) Mr. Bain asked what percentage of the increase in calls has been for police versus fire and rescue. Mr. Agnor said he did not have those figures, but he knows the majority of the calls were for police. Fire Department - City, Julian Taliaferro, Present. Requested $484,403; Reco~emded $484,403. Mr. 3ones said the County contracts with the City of Charlottesville to provide full time supplemented fire service to the County. The County's fee for services is an annual calculation based on the Consumer Price Index plus an additional charge of $25,000 per year for four years, beginning in FY 86/87. The County Executive recommended funding as specified in the City/County agreement. FY 89/90 will be the final year for the $25,000 add-on to the annual CPI increase. Mr. Bain asked if there is a total of the actual hours the paid firemen spend on County service. Mr. Julian Taliaferro, Fire Chief, said a few years ago those figures were obtained. At that time, the results showed that the amount of time spent between the City and the County was fairly equitably distributed. Me said those figures could be obtained again. Mr. Bain asked if the officers do any inspections in the County. Mr. Taliaferro said they did not inspect in the County but did inspect in the City~ Mr. Bain asked if there is any reason why they could not inspect in the County. Mr. Taliaferro said the biggest problem would come by having the fire company out in the County so it was not available for calls. ~ Fire Department - Vol~teer. Requested $375,334; ReCom~emded $331,514. Mr. 3ones said the Jefferson Country Fire Fighters Assoc~ktion (JCFFA) requested an increase of 21 percent for each of the seven<~volunteer fire companies. They also requested funding for a full-time COordinator to work with the County volunteer fire and rescue units. In addition, there is a request that the monies remaining from recent consultant'i~ study of fire services be set aside for possible data collection expenses. The County Executive recommended a four percent incrgase for FY 89/90. Although the need for additional County support for volun~teer fire departments is indicated, the extent of the need for individual stations has not been established. Since the JCFFA is currently gathering dataiiiito make further recommendations to the County, additional funding is defei~red until detailed budgetary information can be collected and analyzed. Although funding for the fire coordinator is not included in the budget recommendation, Mr. Jones said staff feels this position is a high priority. "'~ Mr. John Hood, President of JCFFA, said he had been informed by the captain of the Charlottesville-Albemarle Rescue Squad thaT because they had already formulated their budget and fund raising program ~?ior to their merger with JCFFA, it was the consensus of their Board to defer ~eir portion of this request. They feel they do not need it and are returning,?:the taxpayers' money to them. He said he would like to lower the request for $CFFA by $36,410 making the increase $122,740 instead of $147,035 for thisi~ear. Rescue Squads. Requested $146,286; Recommended $63,]~65. Mr. Jones said County funding for all three rescue squads is supplemente~ by the "One for Life" monies received from the one-dollar surcharge on au~omobile registra- tions by the State. The rescue squads joined with JCFFA ~equesting $43,763 for each of the squads. This reflects an increase of 366 )ercent for the Charlottesville-Albemarle Rescue Squad and a 133 percent ~crease for Western Albemarle and Scottsville. The County Executive recommended funding at a four p~rcent increase for the three squads. Just as in the Volunteer Fire Companie~ more specific budgetary ~nformation ~s needed before an equitable funding decision can be made based on the real financial needs of the three squad~, The rescue squads also support a full-time coordinator to gather data, enhance volunteerism, and assist in the development of a County policy for fire and ~escue service. Mr. Mark Adams from the Western Albemarle Rescue Squa~ said the fire service program monies and the "One for Life" monies have %een included in March 27, 1989 (Adjourned Meeting) (Page 13) 387 the line items. He felt they should not be because that funding comes through the State's license plate registration. He said he does not want to reflect or take away from the work of the City Fire Department or the Animal Control department. However, for comparison purposes he pointed out to the Board that the City of Charlottesville is reimbursed $438,403. He said based on that figure, the request for $437,630 from JCFFA for ten agencies did not seem unreasonable, even though the help is voluntary. He said the allocations have not kept pace with increasing costs of operation and inflation. Mr. Adams said the call load for volunteer fire services increased 33 percent over the past two years, while the call load for the Western Albemarle Rescue Squad in particular increased 25 percent in two years. He also pointed out that Animal Control received a higher allocation priority than the three rescue squads combined. He suggested that the Board should do something to change the message those figures seemed to be sending. He said volunteers have no obligation other than a moral one to provide rescue coverage to the County. He said they desire to serve their neighbors and the extended communities in which they live. However, much of their time~ has to be spent in fund raising, which becomes demoralizing when it takes the kime of qualified volunteers, time that should be spent on rescue efforts. ~At the same time, he feels that it does not work to "rob from Peter to pay Paul". He was not suggesting that money should come from fire for rescue or from paid personnel to give to volunteers. Mr. Adams concluded by saying the volunteer services need help with operational funds, with volunteer recruitment training and retention. On behalf of the members of JCFFA, he urged the 8oard to consider the figures before them, recognizing the concern that volunteer agencies will not be able to continue running rescue calls and handling fund raising efforts. Mr. Way asked what the projected cost is!~i~for the volunteer coordinator position. Mr. Jones said the salary is roughly $30,000. Furniture and fixtures and operating costs would be in addition to that amount. Mr. Bain said he had received letters regarding response to calls and, specifically, who is responding to what. He ~ concerned that there may be more people responding than are needed. He thought a coordinator could help with this problem. Mr. John Hood commented that the issue of who should respond has to do with the location of the call and the nature of the call. The response that is considered appropriate fpr a particular situation or location is constantly being reviewed by JCFF~. One thing that has given rise to some question is that there were some problems initially in understanding how the system should work. The volunteer fi~ companies run a first responder program, which means that in the co'unity in which the problem occurs, there will be a rapid response of car~ providers. This may sometimes result in the fire department and rescue squa~ilresponding to an automobile accident. He said in its meetings, JCFFA stresses ways to reduce this sort of duplication. The first responder will assess!the situation and deliver the care required. Only the necessary equipment will continue, and the others will be terminated. Mr. Hood said this practice has worked very well, and response to the public continues to improve throughout the County. He said JCFFA continues to review this as a possible qOst reducing factor. Anytime rescue equipment goes out, it costs money. Also, there is the chance of having problems because of the danger in~olve~iin the job. Mr. Bain asked if the proposed coordinat0~ could help in handling the coordination of responses. Mr. Hood said he c~ould not answer that completely at this time. He said part of the problem is getting all the people involved to understand the operation. One thing that JQFFA did to modify early com- plaints was to invite the Police Department, f~r example, to come to JCFFA meetings and use the forum available to work oOt problems. Mr. Way said his understanding of the request is that along with the three items mentioned by Mr. Jones there is al~o a request to begin a four year program to increase the capital equipment pool in the amount of $250,000 per year. Mr. Bain asked if the figures for the total funds raised by each agency are available to the County. Mr. Agnor said they were not. Mr. Bowie said one of the disadvantages of requesting public money is the requirement to provide more information to the County. Mr. H¢od said he agreed. In a sense the County is being asked to buy a "pig in a p~ke" by funding volunteer 388 March 27, 1989 (Adjourned Meeting) (Page 14) companies. He said in the future, funds should be requested based on expen- ditures. Prior to that, JCFFA would have to get ten organizations to come up with a common accounting system. He said a mistake made in the past is thinking that call quantity is a good judge of cost. Mr. Agnor said the County's funding to volunteer organizations has been purely a contribution with no strings attached as to how the funds should be spent or any accountability. Mr. Way said his understanding from the staff's summary is that the recommendation is for four percent, recognizing there are additional needs that the Board should consider during work sessions on the budget. Forest Fire ~xtinction. Requested $13,595; Recommended $13,595. Mr. Jones said there is a requirement by the State Code that every County pay to the Virginia Forestry Division $.05 per acre on land owned by the State in the respective County. Albemarle County is paying on 271,888 acres for a total of $13,595. The County Executive recommended full funding. Joint Security Complex (JAIL), Mike Hcitahan. Present. Requested $66,683; Reco~ended $66,683. Mr. Tucker said the proposed budget reflects a six percent increase, although the local share of funding is a 50.3 percent increase. He said the majority of local funding is needed to support the local share of salary and fringe benefits, with $104,164 needed to support Compensation Board positions, and $115,785 to support the ~.Department of Corrections block grant positions. Mr. Tucker said the ma~jor reason for the local share increase is the leveling off of block grant f~nds, which have not kept up with State salaries and merit raises. Since most'!other revenues are constant, the localities are being asked to make up the d~fference. Increased personnel costs and operational costs were impacted by an ~;~ncrease in fire and liability insurance and the addition of one vehicle, as wall as increased administrative fees through the City/County agreement. Ha said an expansion budget of $15,850 was submitted along with the proposed bridget for the purpose of operating the expanded facility and adding new personnei. The County Executive recommended funding at the requested base line of $66,683. The expansion request for $15,850 was deferred, ?.~ince actual occu- pancy of the new addition may not occur until the FY 90/95. budget is prepared. Inspections, Jesse Hurt, Present. Requested $631,584~' Recommended $555,939. Mr. Jones said the proposed budget reflects an~!increase of 2.5 percent representing a six percent increase in personnel ~osts and a 2.7 per cent increase in operational costs. Other significant in~reases or decreases are: an increase of $800 in office supplies; an increase?of $2,190 in the cost of vehicle operation based on actual costs and an und:er budgeted item in FY 88/89; a decrease of $1,500 in fire prevention trainin~imaterials; and an increase of $1,200 in fuel based on actual expenditures an~ under budgeting in FY 88/89. Capital needs of a portable gas detector and two replacement metal desks for a total of $1,665 are included in this budget. :; The County Executive recommended funding as requested:except for new positions for a commercial inspector and a residential inspector for a total of $71,354; combined reductions in office supplies, copy slupplies, merchandise for resale and pool car usage for $4,575; and a replacemeJ~ slide projector for $700. Mr. Jones said if the rate of inspections continues, there will be justification for another request for additional inspecto~. Mr. Jesse Hurt, Director of Inspections, said the co~ercial inspector would be the priority if only one position could be fundeg! He said they March 27, 1989 (Adjourned Meeting) (Page 15) 389 currently have three, and they are extremely busy. Mr. Hurt said he and his Deputy are having to assist these three inspectors in order to keep up with the workload. Clerk of Circuit Court, Shelby Marshall, Present. Requested $403,286; Recommended $391,293. Mr. Tucker said the proposed budget reflects a 5.8 percent increase in personnel costs and a 7.7 percent increase in operational costs. Other significant increases or decreases are: an increase of $3,000 in state audit services based on prior costs; an increase to rebind old record books due to extensive use by the public and current disrepair; a decrease of $1,350 in telephone service based on actual costs; and an increase of $300 in the cost of record books. Capital needs include two adding machines for $300. No new personnel needs are included in this budget. The County Executive recommended funding at the requested level except for combined reductions in postal service, telephone, microfilm, and dues and memberships for $890 and binding for half of the old record books for $6,000. Mr. Tucker said the difficulty in the binding of the records is that there are only two companies that provide that service. They move from locality to locality, and they will give priority to the job giving them the most benefit for their services. He said the concern of the Clerk is that splitting the job over two years may make it difficult to get the service, which would place them further behind next year with the books being in further disrepair. Mrs. Marshall said much of the disrepair has comeiabout from moving the books to several locations while the building was being renovated. Mr. Way said it seems the longer the delay in repairing these records, the more money it may cost. He said the Board would make a notation to that effect as it considered this budget. ~ Juvenile Detention Home, Guy B. Agnor, Jr. Requested $22,000; Recom- mended $22,000. Mr. Agnor said the Shenandoah Valley Juvenile Detention Home is a regional facility that provides tempora=y care and supervision to juvenile offenders detained or sentenced by drder of the Court. Like other localities using this facility, Albemarle County is assessed its share of the operating costs according to its proportion of the total number of detention days utilized. Based on Albemarle's usage, {~e proposed budget is $22,000. He said usage has increased 45 percent because of a new policy of the courts requiring the juvenile to serve his sentence '!'at the Detention Home, rather than being moved to a jail facility. The County Executive recommended fundin~iat the requested level. Emergency Medical Communication. Requested $240; Recommended $240. Mr. Agnor said the $240 request represents Albemarle. County's share of the rent for the radio tower on Brown's Mountain. The?tower provides radio communica- tion for regional fire and rescue squads. The County Executive recommended full fu.~,ding as requested. SPCA. Requested $6,000; llecom~ended $6,~00. Mr. Agnor said the Charlottesville-Albemarle Society for the Pre~ention of Cruelty to Animals (SPCA) provides shelter for stray animals, promotes animal welfare and edu- cates the public on the proper care and handl~.ng of all animals. He said the County is billed each year by the SPCA for th~ actual cost of boarding stray animals. This year's contribution is based o9 previous year costs for 420 animals. The County Executive recommended funding let the requested level of $6,000. Agenda Item No. 7. Appointment: Solid Waste Management Committee Task Force (Board member representative). 390 March 27, 1989 (Adjourned Meeting) (Page 16) Motion was offered by Mr. Bowie and seconded by Mr. Perkins to appoint Mr. Ed Bain as the Board's representative to the Solid Waste Management Com~nittee. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowie, Perkins and Way. NAYS: None. ABSENT: Mrs. Cooke and Mr. Lindstrom. Agenda Item No. 8. Approval of Minutes: March 9, April 6, April 13, April 28, June 1 (N), November 30, December 7 (A), December 19, 1988; and January 18 (A), January 25, February 1 (A), February 15 (A) and February 22, 1989. Mr. Perkins had read the minutes for December 7 (A), 1988, and December 19, 1988, and found them to be in order. Motion was offered by Mr. Perkins and seconded by Mrs. Bain to approve the minutes as read. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowie, Perkins and Way. NAYS: None. ABSENT: Mrs. Cooke and Mr. Lindstrom. Agenda Item No. 9. Review Speech University of Virginia Educational Policy Committee. Mr. Way asked the Board to review the .~raft statement for presentation to the Educational Policy Co~nittee and be r~ady to discuss it at the March 29, 1989, meeting. Agenda Item No. 10. Other Matters Not Listed on the.iAgenda from the Board and Public. Mr. Way asked if there were any volunteers to attend several ceremonial events coming up in the next few weeks. A member of the Board has been invited to lay the wreath at Monticello commemorating Mr. Jefferson's birth- day. He said it would be a colorful and spectacular occasion taking only a few minutes. Hearing no volunteers, Mr. Way said he would attend. Mr. Way said there would be a number of visitors fro~ Russia in Charlottesville on April 7. There would be a special reception and square dance at Christ Episcopal ChUrch, and a member of the Board has been requested to be in attendance to welcome the visitors. Mr. Bowie s~id he would check his calendar and let Mr. Way know if he could attend. Mr. Bain said he had a question about the fire ~nspe~tmons being done in commercial buildings by the paid City firemen, and not byii~the paid County firemen. Mr. Agnor said this subject was brought up wheni!the Fire Services contract with the City was revised three years ago. He slid the conclusion was that the fire official on the County's Inspection staff should have a back-up person employed who would do fire inspections at qommercial proper- ties. Such a person was hired at that time to do the com~.~ercial inspections. The difference between the City and the County is that when the City fire staff inspects, they not only look for compliance with fi~e codes, but also for familiarity with the exits and other features of the Building in case of a fire call. This is done on a cyclical basis as part of t~ training for the City's firemen. He said the County does fire inspections'ilfor compliance with fire codes and not for familiarity with the layout of buildings. The City Fire Department is used as a back-up for the County's VolUnteer Fire Depart- ments. He said he had received comments from people in t~e community to the effect that the County is paying the City for services, a~d it looks like the inspections are being done only inside the City. He said ithat had been analyzed in terms of the number of calls and the ratio of ICounty expenses to City expenses. He said the County was $100,000 out of sy~?hronization~! at that March 27, 1989 (Adjourned Meeting) (Page 17) 391 time. That is the reason for the $25,000 increase Mr. Jones had described in the City Fire Department's budget. He said he agrees that another review should be made to see if the ratio has changed over the past four year period. He said it is likely the results will not be in the County's favor. Agenda Item No. 11. Adjourn to March 29, 1989, at 1:00 P.M. At 4:22 P.M., motion was offered by Mr. Bain and seconded by Mr. Bowie to adjourn to March 29, 1989. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowie, Perkins and Way. NAYS: None. ABSENT: Mrs. Cooke and Mr. Lindstrom.