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HomeMy WebLinkAbout1989-04-05 adjApril 5, 1989 (Afternoon Adjourned Meeting) (Page 1) 419 An afternoon meeting of the Board of Supervisors of Albemarle County, Virginia, was held on April 5, 1989, at 1:00 P.M., Meeting Room 7, County Office Building, McIntire Road, Charlottesville, Virginia. This meeting was adjourned from April 3, 1989. PRESENT: Messrs. Edward H. Bain, Jr. and F. R. Bowie, Mrs. Patricia H. Cooke, Messrs. C. Timothy Lindstrom, Walter F. Perkins and Peter T. Way. ABSENT: None. OFFICERS PRESENT: County Executive, Mr. Guy B. Agnor, Jr.; Deputy County Executives, Mr. Ray B. Jones and Mr. Robert W. Tucker, Jr., Administrative Assistant, Ms. Roxanne White. Agenda Item No. 1. The meeting was called to order at 1:07 P.M. by the Chairman, Mr. Way. Mr. Way announced that the City/County Child and Youth Task Force is making its final report tomorrow afternoon at 5:00 P.M. Members of the Board are encouraged to attend. Agenda Item No. 2. Work Session: 1989-90 County Budget. Pied-ont Com~cil of the Arts, Helen Snook. Requested $15,000; Recom- mended $7,250. Mr. Jones said the Piedmont Council's request reflects an increase of $7,750 (106 percent) over what the Council received last year from the County. This amount represents approximately 20 percent of the Council's total budget, which increases by 99 percent from $38,310 td $76,550 to fund a full-time director and a deputy administrator. Mr. Jones said the County Executive recdmmends funding the Piedmont Council at $7,250. This represents $5,000 in local funds and $2,250 in matching funds from the Virginia Commission df the Arts, for which the County has applied. Ms. Helen Snook addressed the Board on behalf of the Piedmont Council of the Arts. She said the Piedmont Council provides services for the arts community in the area, which stimulates the e~onomy and contributes to the quality of life in the County. She introduced Ms. Marla Rice Evans, Director, Ms. Kitty Stratt, a volunteer, Mr. Bill Napl~, the Director of the Four County Players, and Dr. Mildred Rainey, a gerontologist. She asked that the Board fund the full request so the Piedmont Counci~!ican keep its Director. She said the Piedmont Council needs a Director in ord~r to attract other kinds of funding. Ms. Stratt addressed the Board and said ~the Piedmont Council is well known for its services. She said they can pri6vide anything, from a leprechaun for St. Patrick's Day to tickets for events. Mr. Bill Naple addressed the Board and said the Piedmont Council has helped him the past year by scheduling the productions of his group so they do not conflict with the productions of other groups; providing helpful criti- cism; and offering a network of friendly, knowledgeable people in fields related to theater. Dr. Rainey addressed the Board and described the Arts Alive program, an arts education designed to improve the mental:iland physical well-being of elderly patients in nursing homes. ~ Mrs. Cooke asked if this request is a on~-time request intended to give the Piedmont Council the momentum it needs un~il other funds become available. Ms. Snook said many businesses and foundation8 feel that something may be wrong with an organization that is not supported by its local government. She said she hopes that the County becomes one of~any funding agencies in the future. 420 April 5, 1989 (Afternoon Adjourned Meeting) (Page 2) WWPT Public Television. Requested $4,500; Recommended -$0-. There was no representative present. Mr. Jones said the County Executive recommends against funding WVPT due to budget constraints and the belief that public funds should not be used to replace contributions from the private sector. Visitors Bureau. Requested $38,383; Recommended $38,383. There was no representative present. Mr. Agnor said he recommends level funding of this bureau until such as a new contract is drawn and finalized. Planning and Co,.~,~nityDevelopment. Requested $617,204; Recommended $543,3?0. Mr. John T. P. Home, Director, was present. Mr. Tucker said the budget for the Planning Department decreased by $20,870 (21 percent) over last year's budget. This year's budget reflects a 4.8 percent decrease in personnel costs, a 19 percent decrease in on-going operating costs, and a 47 percent decrease in capital expenditures. Signifi- cant increases include an increase of $1,150 (460 percent) in merchandise for resale to cover the cost of maps and such sold to the public and an increase of $500 (17 percent) in both postal and telephone service based on actual projected cost. Significant decreases include a decreas~ of $13,000 (72 percent) in consultant costs, and a decrease of $9,000 (75 percent) in print- ing and copy services due to the completion of the Comprehensive Plan. Mr. Tucker said the County Executive does not recommend funding two additional positions requested by the Planning Department: a Transportation Planner costing $24,651 in salary and fringe benefits andeS1,540 in operating expenses; and a Planner to process routine site plans and to supervise the graphics personnel, with a proposed salary plus benefitsi!0f $24,651 and operating expenses of $1,090. The County Executive also,recommends that the following requests not be funded: $5,000 for a Data Processing Consultant to establish departmental computer network; $5,500 for Data Processing equipment to transfer print files among printers and personnel computers; and a $4,600 reduction in operating costs based on actual expenditures; These recommended reductions, including the two positions, total $67,031. ~ Mr. Tucker noted that Mr. Agnor's "revised allocation proposal" does recommend funding one of the planners' positions requested by the Planning Department. Mr. Home addressed the Board and said the position recommended for funding in the revised proposal is that of a Planner for routine site plans. If the position of Transportation Planner is not funded t~is year, he said, thinks it will surely have to be approved within the nextiyear or two. Mr. Lindstrom asked if site plans, special use permits, subdivision and rezoning requests have increased appreciably over the pas~ few years. Mr. Home said the number of such applications has remained lavel, but the scale has changed. There are now more large-scale, planned proposals that require more time to check details than the simpler applications An the past. He the Planning staff also spends more time trying to coordinate the demands for facilities and utilities caused by these large-scale proposals. Mr. Lindstrom asked what the duties of the Transportation Planner would be. Mr. Horne said this Planner would operate the new transportation model to determine the impact of large developments on th~ surrounding road- ways. The Transportation Planner would also study the feasibility of roadways listed in the Comprehensive Plan and the design of futura'roadways in terms of the acquisition of the necessary rights-of-way. ~! Mr. Lindstrom asked if the use of conditional zoning'iiwould contribute to the need for a Transportation Planner to show the relationShip between pro- posed developments and the need for new roads. Mr. Home,said "yes". April 5, 1989 (Afternoon Adjourned Meeting) (Page 3) 421 Mr. Lindstrom suggested that the funding for the position of Planner be provided now, and the Board wait to fund the position of Transportation Planner after all of the data on the reconstruction of Route 29 North is available. Mr. Bowie asked if the Planner is to help with drafting the ordinances resulting from the revised Comprehensive Plan. Mr. Home said "yes". When the work generated by the Comprehensive Plan is completed, Mr. Bowie con- tinued, that person would then become available for other duties in the Planning Department. Mr. Horne agreed, but added that the initial duties would involve more than the ordinances generated by the Comprehensive Plan. For example, he said, the Subdivision Ordinance was last revised in 1974 and should be updated, preferably by a senior planner. He thinks there will continue to be a need to reduce demands on the time of senior planners. Mr. Lindstrom asked how much time senior planners spend on routine matters such as reviewing requests for special use permits and drafting staff reports. Mr. Home said Mr. Ron Keeler, Chief of Planning, spends about 85 percent of his time on routine matters; Ms. Amelia Patterson, Senior Planner, must devote about 90 percent of her time to special request permits. Mr. Horne said their time could be better spent ~ttending to large-scale planning issues. ,g Mr. Bowie asked if the revenues shown in the Planning Department's budget are based, on the new fees schedules. Mr. Tudker said "no" and added that these fees are expected to generate an additional 33 percent to the $26,400 expected to be collected in FY 1989-90. Mr. Lindstrom said he thinks the Board ~hould consider funding both positions requested by the Planning Department, due to the increasing workload on the Planning staff and the increasing amour of time it is taking to process applications for large-scale project~. Mr. Lindstrom cited the Planning Department's request for a Data Process- ing Consultant to establish a departmental c~mputer network and asked for an explanation of the duties to be performed by ~!such a consultant. Mr. Horne said the consultant would establish a networl~i~ between the five microcomputers in the Planning Department to allow data to ~ sent from computer to computer. Currently, each computer operator must conve=~ programs and files and take them to another computer to be printed, a procedure which can take as long as 15 minutes. !.i~ Housing Department. Requested $137,570; Recommended $134,815. Morris was present to represent the Housing office. Ms. Karen Mr. Jones said the housing budget reflects an increase of $6,420 (five percent) and reflects a 14 percent increase i~ personnel costs, a 35 percent decrease in ongoing operating costs, and a 557~percent decrease in the purchase of capital equipment. Significant decreases ~nclude reductions of $1,250 in the cost of data processing consultants; $540!1 in maintenance contracts; $1,500 in office supplies based on actual expenditures; $1390 in the use of pool cars; and, $700 in data processing supplies b~sed on actual use. Mr. Jones said the County Executive recommends funding at the requested level except for a reduction of $2,750 in postal and telephone service, office and copy supplies, books and subscriptions and travel. Mr. Bowie asked about the request for $5~0 to purchase a modem for a VHDA hookup. Ms. Kathy Ralston, Deputy Director o~ Social Services, said the modem will allow information to be sent via compute~ to VHDA that now must be sent through the mail. She added that the State m~y reimburse the County for this expenditure. Zoning. Requested $232,217; Recoa~aended $227,827. Mr. Andrew Evans was present to represent the Zoning Department. Mr. Tucker said the proposed budget show~ an increase of $9097 (four percent) with personnel costs increasing by 5 9 percent, operating costs 422 April 5, 1989 (Afternoon Adjourned Meeting) (Page 4) decreasing by 35 percent, and the cost of capital equipment decreasing by 55 percent. There is a significant increase of $400 (50 percent) in copy sup- plies due to this item being underbudgeted in the current year and a signifi- cant decrease of $400 (40 percent) in pool car expenses based on actual use. Mr. Tucker said the County Executive recommends funding at the requested level with the following exceptions: $1,840 in printing, advertising, data processing supplies, books and subscriptions, and travel and memberships; $700 for two filing cabinets and $600 for a chair. These recommended reductions total $3,140. Mr. Way asked Mr. Evans to describe the operation of the Development Information Office. Mr. Evans said the Development Information Office has prepared brochures to hand out with the various application forms handled by the Planning and Zoning Departments directly. He said the Office also helps citizens through the process of developing property, directing them to various departments as they file site plans, post bonds, and seek building and grading permits. He said the Office also helps insure that the finished project is the same as the one approved by the Planning Commission. Mr. Way asked if the Development Information Office handles a lot of requests from citizens. Mr. Evans said the Office did not handle as many requests from citizens as he had thought it would. He said many people continue to call either the Planning or Zoning Departments. Mr. Evans said the people using the Office are usually developers; he do&s not think the general public is aware of the services offered by the Office. Mr. Lindstrom said the receptionists for each depar~/ment should steer citizens with questions on building or development to thei:Development Informa- tion Office. Mr. Bowie suggested that some of the brochures should be placed in the foyer of the County Office Building. Mr. Lindstro~ asked Mr. Evans and Mr. Tucker to consider ways to alert the staff to the function of the Develop- ment Information Office and to encourage the use of the Office by the general public. -'~ If the general public is not using the Development I~formation Office, Mr. Way said, perhaps the Office should be eliminated. ME. Tucker said the Office was intended to help developers as well as the general public. Soil & Water Conservation. Requested $13,361; Recommended $13,361. Mr. Gordon Yager was present to represent the Department of S6il and Water Conser- vation. Mr. Tucker said the County provides the Soil and Wat~/r Conservation Service with funding for a part-time clerical position, c~py supplies and expenses. The County Executive recommends full funding. Mr. Yager said he appreciates the help the County ha~given in the past. Watershed Managememt. Requested $36,815; Recommended $36,815. Mr. Tucker said the position of Watershed Management~Official was created in 1980 by the City and the County and is funded through ~he Rivanna Water and Sewer Authority. It is responsible for coordinating all local ordinances related to soil erosion, sedimentation, runoff and stormw~ter detention. In addition, the Watershed Management Official reviews all land use development plans to insure that present and future development will ~ot harm the commun- ity's water supply. The overall budget for Watershed Management remains the same as it was in FY 1988-89. There are no significant i~creases or decreases. Mr. Tucker said the County Executive recommends fully funding this budget. VPI-SOExtemsiom Service. Requested $75,895; Recommended $75,675. Ms. Elizabeth Payne was present to represent the YPI Extension Service. April 5, 1989 (Afternoon Adjourned Meeting) (Page 5) 423 Mr. Jones said the County's share of the Cooperative Extension Programs reflects the salary for one full-time secretary, one-third of the salary and fringe benefits for four Extension Agents, plus telephone service and office supplies. The proposed budget reflects a two percent increase. There is a reduction of 22 percent from the operating costs, which reflects the transfer of the gypsy moth program from the Extension Service to a separate fund. Mr. Jones said the County Executive recommends funding this request, except for $200 in copying charges. - Gypsy Moth Coordinator. Requested $3,250; Recommended $3,000. Mr. Jones said the Gypsy Moth Program began in the Spring of 1988 to address the infestation of the County by gypsy moths. A full-time coordina- tor, four part-time surveyors and the operational costs of pest management are funded through a Federal Integrated Pest Management Demonstration Grant, which began in April, 1988. According to the terms of the grant, the County con- tracts to pay the costs of office support for the program. Mr. Jones said the County Executive recommends fully funding the request except for $250 to buy a mountain bike. Mr. Taylor Williams, Gypsy Moth Coordinator, addressed the Board and said he held a public meeting last week to solicit ideas from citizens on how to control the gypsy moths. The meeting was well attended. Thomas Jefferson Planning District Co;mission. Requested $30,850; Rmc_om- mended $30,850. Ms. Nancy O'Brien, Executi{ze Director, was present to represent the Planning District Commission. ~. Mr. Tucker said the Planning District Commission serves as a planning and coordinating body for the City and Albemarle~ Fluvanna, Greene, Louisa and Nelson Counties. The 16 members of the Comm£ssion and staff coordinate planning efforts among regional, state and federal agencies to promote the orderly development of the physical, social, .'.environmental and economic elements of Planning District 10. ~' Based on a total local budget of $74,87~; and a population of 61,700, the County's share is assessed at $0.50 per capi[M. This represents an increase of 3.27 percent over last year's appropriati0h. Mr. Tucker said the County Executive red~mmends funding the Commission at the requested level. ~' Ms. O'Brien addressed the Board and said~ TJPDC received two grants this year that it was not expected to receive. Sh~ said TJPDC is developing a plan to manage the region's solid waste; this plan! should be complete by June. She said TJPDC also produced a new "Fact Sheet", ~ontaining demographic and census data on Planning District Ten, which sold weli and required a second printing. Mr. Bowie, who has served on the TJPDC fSr. the past six years, said he has always thought the major contribution of TJPDC has been its ability to provide an informal setting for members of th~ regional boards of supervisors to work together. He said this forum has improved and he has more confidence in the ability of TJPDC to get things done. ~e thanked Ms. O'Brien for the role her leadership played in the improvementi! Mr. Bain said he thinks a regional perspective is important is the area of planning and he commended TJPDC for providSng this perspective. Ms. O'Brien mentioned that T3PDC is sponsoring a work session for local elected officials and local planning official~ at 7:30 P.M., April 26, 1989, in the County Office Building. She said representatives from Loudoun County will speak about conditional zoning and she u~ged members of the Board to attend. ~, 424 April 5, 1989 (Afternoon Adjourned Meeting) (Page 6) Albemarle Housing Tmprovement Program (AIIIP). Requested $262,009; Recommended $237,759. Ms. Theresa Tapscott was present to represent AHIP. Mr. Jones said AHIP provides housing repair and improvement to homeowners with low and moderate incomes. A non-profit organization, AHIP asks that the homeowner, and friends and neighbors, if possible, help With the repairs. AHIP has also initiated a rehabilitation program for rental units occupied by tenants with low or moderate incomes. These units will qualify for rental subsidies through the County's Section 8 Moderate Rehabilitation Program. AHIP hopes to expand such services to people with low or moderate incomes who are trying to purchase their own homes. AHIP anticipates the rehabilitation of 23 dwelling units in both FY 1988-89 and 1989-90. In FY 1987-88, AHIP began an Emergency Repair Program, coordinated with the Home Safety Program of the Jefferson Area Board for Aging, to provide quick safety repairs to eligi- ble homeowners. AHIP anticipates 48 emergency repairs in both FY 1988-89 and FY 1989-90. The proposed homeownership program, a new program for FY 1989-90 is projected to serve 15 families. Mr. Jones said AHIP is requesting $262,009 from the County, an increase of 19 percent over the request for FY 1988-89. Of the total amount, $225,618 is requested to support AHIP's on-going operational activities, $11,665 to support the Emergency Repair Program, and $24,726 to support the proy Ownership Program. The eight percent increase for AHIP'S operational activi- ties reflects a 6.5 percent salary increase, a 15 percent increase in medical and vehicle insurance, a 20 percent increase in the repair of vehicles and a 15 percent upgrade for the Administrative Assistant and Outreach Coordinator. Mr. Tucker said the County Executive recommends fun~ing AHIP at the highest level, an increase of eight percent over last year's appropriation. Ms. Tapscott addressed the Board and thanked the CoUnty for its support over the past 13 years. She described the Homeownership!~Program, which the County Executive does not recommend funding. The program.~' would provide counseling for homeowners after AHIP has repaired their homes to insure the improvements are long-lasting. If the County plans to b~gin building homes for homeowners with low and moderate incomes, then AHIP ~eeds time to prepare potential buyers, she said. Ms. Tapscott said many families may need a year of preparation before participating in a low and moderatE-income housing program. If the County plans to begin such a program, s~e would like to have the families ready to participate, capable of maintainin~ the homes and with their financing in hand. Mr. Lindstrom said funding the $24,726 requested fo~ the Homeownership Program may be a good first step toward launching a low-i.land moderate-income housing project in the County. Mr. Bowie said he thinks the lending institutions w~ll benefit from a Homeownership Program. He said he thinks they should sh~w some support. Mr. Lindstrom said funding the Homeownership Program may signal to local busi- nesses that the County is serious about a housing project and may convince local businesses to start contributing. Mr. Bain agreed.~ Mr. Lindstrom said he thinks the Board should discuss this request in more detail later. Mr. Bowie said he would like more specific information about how the Homeownership Program would work, before he can support ~he. request. Monticello Area Co,,-,,~nity Action Agency (MACAA). Rgquested $29,113; Recommended $28,413. Mr. Ken Ackerman was present to represent MACAA. Mr. Jones said MACAA serves low-income residents ofi iAlbemarle, Fluvanna, Louisa, Nelson and Greene Counties and the City of CharlQttesville. The agency provides planning, surveying, evaluation and poli~y initiatives for community programs, employment training, and Head Start ~rograms. Two new programs funded by the County in FY 1988-89 Academic Reinforcement Program, which provides remedial classes for 14 and 15 year olds and Project Discovery, ~ and minority students pursue higher education. MACAA ha House to provide temporary residence and counseling to 1. iare the Summer Youth :eading and math ~ich helps low-income ~recently opened Hopl ,w-income families. April 5, 1989 (Afternoon Adjourned Meeting) (Page 7) 42 Mr. Jones said MACAA is requesting an increase of 8.6 percent over the amount requested for FY 1988-89. Additional funding is requested to add three staff positions in the Community program in order to expand services and benefit from additional State CSBG funding; add Project Manhood, a program to assist boys in developing mature and responsible behavior; and, cover cost of living adjustments and inflationary operating expenses. Mr. Jones said the County Executive recommends funding MACAA at a high- medium level and allocating an increase of six percent over last year's appropriation. Mr. Ackerman thanked the Board for the support MACAA has received in the past. He said MACAA has been working with volunteers to set up an emergency housing facility in the Crozet area. There will be a dedication ceremony for the house at 3:00 P.M., April 30, 1989. He said Project Discovery has expand- ed; there are now 31 students enrolled in this program from Western Albemarle High School alone. He asked the Board to fund MACAA's entire request in order to fund the expansion of Project Discovery. Mrs. Cooke asked if the high schools have programs similar to Project Discovery. Mr. Ackerman Project Discovery differed from anything offered by the schools, because its activities take place outside the school, such as the tours of colleges. He said Project Discovery also helps students learn what financial aid is available and how to apply for it. (Note: The Board recessed at 2:59 P.M.?and reconvened at 3:14 P.M.) Bus Service - Route 29 North. Requeste~ $17,908; Recoe~ended $17,908. Mr. Tucker said the Charlottesville TranSit Service provides bus service to urban residents of the County along Routei~.~9 North. The "Contribution to the service" category represents the County's share for this service and for Saturday service to the handicapped along these same routes. The County con- tribution of $17,908 represents an increase O!~ $1,388 (eight percent) over last year's appropriation. ~.~ Mr. Tucker said the staff has received a letter from Great Eastern Management Company, on behalf of Pantops Shopping Center, expressing interest in having the bus service extended to the Pan~ops area. He said he has also received a letter from Ms. Helen Poore concer~ing the cost of service to the Pantops Shopping Center. He said the costs will be high because the County has missed the deadline for apply for federaL!and state funds. With federal and state funds, the local funding necessary ~ould be about $38,000. If the Board wishes to expand the service to thisa~a, Mr. Tucker said, staff recommends waiting until next year when the County can apply for state and federal funds. Mr. Bowie said he believes extending their, bus service to the Pantops Shopping Center would benefit City residents.~ii He also thinks extending this service will benefit the merchants of the sho~.ping center and thinks they should pay for the service. Mr. Steve Hopkins addressed the Board an~ said that many of the shopping centers in the County do not fund the bus service in any way. He does not think that Pantops should be singled out and ~sked to pay for the service. With the new Rivanna Park, Westminster-Canterbury and the new stores opening in the shopping center, he thinks there will ~e even more of a demand for extending the bus service to the Pantops area½. Mr. Lindstrom said it may make sense to ~xtend the service in a year or so, when the Rivanna Park, Westmmnster-Canter~ury and these other facilities are open. He said the bus service to Route 2~*, serves a lot of businesses in addition to shopping centers. It will take a ~mmx of buszness and services, he said, to justify to him that the bus line should be extended to the Pantops area. Mr. Bain said he would like more ~nforma~!xon on who would be using the bus service. Mr. Lindstrom saidit may be po~sxble~ ' to secure some financial assistance from State Farm Insurance Company, !if their employees use the bus 426 April 5, 1989 (Afternoon Adjourned Meeting) (Page 8) service in substantial numbers. Mr. Tucker said State Farm has indicated that the Company is not interested in the service. Mr. Bowie said he did not support the County funding the bus service to Route 29 North and he does not support funding bus service to the Pantops area. City-County Revenue Sharing Agreement. Recommended $2,693,120. Mr. Agnor said the 1982 Revenue Sharing Agreement requires that the annual amount be calculated each January for payment the following January. The County Executive and the City Manager must agree upon this amount, which is based on several factors, including population, the tax base, assessment ratio, and a growth sharing contribution. The formula limits the payment to one tenth of one percent of the taxable real estate base. That percentage translates to ten cents per $100 of the assessed value of taxable real estate. The factors used in the formula are two years old, therefore the Real Estate Tax Base limit is the 1987 assessment base. The FY 1989-90 County/City Revenue Sharing appropriation is $2,693,120, an increase of $325,093 (13.73 percent) over FY 1988-89. Without the limit in the formula, the payment be $2,900,073. Debt Service. Recommended $2,072,302. Mr. Agnor said the transfer from the General Fund to.:the School system has increased by $28,636, or 1.4 percent. Capital Improvement Transfer. Recommended $3,250,000. Mr. Agnor said this represents an increase of $1,000~,i000, or 54.56 percent, over the funding in the current year. Mr. Lindstrom suggested that the Board defer acting on this request until the entire budget has been reviewed. Mr. Agnor said he wanted to mention something about the General Fund revenues from the State. Due to a mistake in the census Which attributed residents of the County to the City, profits from the AlcOholic Beverage Control Board were distributed to the City that should have gone to the County. He said the County appealed this error so, for t~e next five years, the County will receive $21,615 per year from the City to?compensate for the lost revenue. Mr. Agnor said the increase in the fees charged by th~ Department of Parks and Recreation will add $17,000 to the County's revenues. He said Mr. Overstreet has informed him that the State will provide aqother $172,561 for the County's schools. After some discussion on the procedure for advertisiqg the budget and setting the tax rate, Mr. Lindstrom asked what would happen if there were no majority vote on the tax rate. In that case, Mr. Agnor s~d, the County woul~ have no budget. Mr. Way asked Mr. Agnor to present his memorandm~z relating to funding alternatives before members of the Board reconsider items from other work sessions. Mr. Agnor presented the following memorandum, dated MArch 29, 1989: "If the Board approves additional funds for operation~, the $292,000 requested for General Government would be recommended%for allocation as follows: Employee Flexible Benefits Program Finance Department Clerk Fire/Rescue Coordinator Fire/Rescue Additional Contributions 500 .,150 3q,O00 3~,100 April 5, 1989 (Afternoon Adjourned Meeting) (Page 9) 427 Joint/Regional Agencies (Additional Funding) (Central Va. Child Development Assoc. $ 266) (Jefferson Area Board for Aging 2,410) (Region Ten - Mental Health 2,571) (Retired Senior Volunteer Program 200) 5,447 Planning Department Planner Police Department Staff TOTAL 30,000 157,800 $291,997 An Employee Flexible Benefits Program would cost about $100,000. Staff recommends funding it at one-half of the estimate, with one- third being paid by General Government, and two-thirds by the School Division. Finance Department Clerk is work load related. Fire/Rescue Coordinator responds to the consultant's (Perkin's) report and the 3efferson Country Fire Fighter's Association request (JCFFA). Fire/Rescue Contributions are calculated to provide $40,000 each to the seven fire companies (up from $36,060 this year): $28,000 to the Scottsville and Western Albemarle Rescue Squads (up from $18,756 this year); and $9378 to Charlottesville/Albemarle Rescue Squad, as requested (same as this year). These amounts will provide a five and one-half percent base increase, plus one-third of the request to restore funding levels to average budget increases over the past three years, and to equalize fire and rescue contributions. Staff recommends that the Jefferson Country Fire Fighter's Association (JCFFA) provide a funding system for all fire and rescue squads for FY 90-91 that will recognize need based~upon actual costs and resources, and will identify the multi-jurisdictional service areas of some of the squads. J~ Joint regional agencies will add funds bo provide the Central Virgin- ia Child Development Association (CVCDA)i, Jefferson Area Board on Aging (JABA), and the Retired Senior Volunteer Program (RSVP) with a four percent contribution increase, in ~ieu of no increase. Region Ten would go from an eight percent increase to a ten percent increase with these funds, which is the equivalent increase being considered by the City. ~ Planning Department Planner is related ~o the Comprehensive Plan adoption and redistribution of work load~ Police Department staff will await the ~eview of the new Police Chief for allocation of resources. These fun~ would provide approximately one-third of the currently estimated st~ffing needs, and are recom- mended to be considered separately from~the proposed Public Safety $250,000 reserve." Mr. Agnor presented the following memorandum, dated April 4, 1989, which describes alternatives for funding operation~ needs. "Several of you have asked about other a~ternat~ves for funding operational needs. The following is a r~sponse to your inquiries: 1. Use of carry over funds Mr. Overs~reet has requested the use of carry over funds for one-time equipment purchases. As you may recall, the carry over funds that exist at the end of this budget year are planned for use in ~he Capital Improvement Program. Those funds were estimate~ to be $350,000 from the School Fund, and $500,000 from the General Fund. If the Board wishes to consider allowing school '~ ~arry over funds to be used for school equipment needs in lieu Of the Capital Improvement Program, I recommend that the Schoo~ Division be advised that 428 April 5, 1989 (Afternoon Adjourned Meeting) (Page 10) any moneys saved from their operations this year can be retained for next year's equipment needs. That may provide $250,000 to $300,000 or more if watched carefully in this last quarter of the current budget. Reserve for Openin~ of Schools and Parks - $500,000 has been recommended to ease the impact of schools and park opening in 1990-91. When the recommendation was made, it was intended to fund a portion of the increased costs not all of it. Estimates for the amount of that impact have been refined, and total approximately $450,000, a smaller amount than originally esti- mated. Funding one half of this needed source from 89-90 funds, and the balance in 90-91 would be sufficient to spread the impact over two budget years. Therefore, $275,000 ($500,000 less 1/2 of $450,000) can be allocated to some 89-90 needs, holding $225,000 in reserve. The entire $500,000 reserve can, of course, be made available in 89-90 if you prefer to face this impact when it occurs in 90-91, and not try to .plan for it ahead of its occurrence. Reserve for new debt service - $1.06 million has been recom- mended to pay a portion of the new debt service from Virginia Public School Authority (VPSA) bonds. Those bonds will require semi-annual debt payments in December and June each fiscal year. If the bonds are sold in September/ October 1989, the first payment will be due in June 1990 for interest only, and princi- pal plus interest payments will begin in December 1990 (FY 90-91 budget year). Depending upon the total amount 0f the issue and the interest rates when sold, staff estimates $875,000 will be needed in FY 89-90 for the interest payment in ~une 1990. Therefore, $185,000 of the $1.06 million reser~,, for debt service ($1,060,000 less $875,000) could be mad~ available for 89-90 operation needs. This $1.06 million reserve for debt service was".~!intended to begin the financing of a school bond issue, but?ii',~as not intended to be the beginning of funding the entire debt ~ervice from existing resources. A full year of debt servic~~ may require $1,725,000 depending upon the total bond issue ~mount, and the interest costs. For FY 90-91, when the first f~ll year of debt service will be required, a tax rate increase should be con- sidered to fund the debt service. General Fund allocation to Capital Improvement P~rogram - The General Fund has provided $1.0 million per year~.~to the Capital Improvement Program for a number of years. Tha~ level of funding is planned to be retained for 89-90 in ~he supplemental or revised budget allocation recommended by staff. It could be replaced by a portion of the school bond issue ~hich has already been disbursed from local funds in four school ~rojects. In other words, the school bond issue should be approve for the total cost of the four projects, with disbursements that follow the bond issue being the remainder of project cQsts. That would restore $1.2 million to the Capital Improvement i'!Program, which replaces local funds already spent, therefore l~aal funds from the General Fund in 89-90 could be supplanted byi these bond funds. It is not recommended you approve of that process, but it is another way of freeing up local revenues from capital needs to operational needs. Another method of freeing local revenues is to c~eate the windfall of revenue which would be realized fromm;the twice a year collection of property taxes. The current gapital Improve- ment Program reflects over the five year period,~ii$5.0 million from the annual General Fund appropriation, and an additional $5.2 million from increasing the General Fund appropriation, a total of $10.2 million from the General Fund. That $10.2 million could be acquired by collecting real estate taxes twice a year beginning June 1990 or 1991, thereby removing the need for annual appropriations from the General Fund ~or several April 5, 1989 (Afternoon Adjourned Meeting) (Page 11) 429 years. When additional local funds were needed in the Capital Improvement Program, personal property taxes collected twice a year could provide $4.0 to $5.0 million, depending upon when it was initiated, which could provide several more years of not appropriating General Fund money every year. Summary - Additional funds for operations could be acquired from: 1) 2) 3) 4) Source Additional Funds School carry over funds $250,000 to $ 300,000 Reserve for opening schools/parks $275,000 to $ 500,000 Reserve for debt service $185,000 to $1,060,000 General Fund allocation to Capital Program $1,000,000 The above would leave intact a $100,000 Board reserve, and a $250,000 Public Safety reserve." Mr. Way asked if members of the Board agree with Mr. Agnor's proposal to remove $3,250,000 from the Capital Improvements Program (CIP) and divide it among the General Fund and the School Fund and establish a reserve fund. Members of the Board expressed no disagreement as to the reallocation of funds. Mr. Way asked if members of the Board agree with Mr. Agnor's recommenda- tion to allow the School system to retain any carry-over funds from the School Fund this year to fund next year's equipment !.needs. Mr. Lindstrom said he thinks the carry-over from the General Fund should be allocated to the CIP. He said he agrees ~ith the County Executive's recommendation concerning any carry-over fro~ the School Fund, and he believes that allowing the School system to use its c~rry-over money for equipment will encourage it to save money, ii! Mr. Bowie said he is not sure the $500,q00 estimated carry-over from the General Fund should be used for capital impr6vements or operations, until he has reviewed the CIP budget. If money were ~anaged carefully and certain expenses, unrelated to the classroom, were r~duced, he thinks more money could be carried over from this year of the School ~iFund. He said he wants to make sure any carry-over money from the School Fu~d would pay for expenditures related to the classroom, rather than staff ~Ctivities. He said he supports allowing the School system to use its carry-~ver balance for classroom expens- es, if he can be given that assurance. Mr. Lindstrom asked Mr. Agnor if he would comment on the list of needs presented by Mr. N. Andrew 0verstreet, Superi~ntendent of Schools. He said 84 percent of the reduction in the School budget~ is in the area of equipment and facilities. The bulk of the School budget, ~0wever, lies in the cost of personnel, Mr. Agnor said. In order for the iSchool system to pay the teach- ers' salaries mandated by the State and to r~!ise the salaries of classified employees, he said, the School system had to i~ut much of its equipment from the budget. Mr. Lindstrom asked Mr. Agnor if the it,s included in the $1,710,000 cut by the School Board are th~ngs truly needed b~ the School system. Mr. Agnor said he thinks the School system can survive ~ith the cut in its operating budget, but he thinks some of the cuts made i~ the areas of equipment and facilities are critical and will have a cumulative effect over a period of several years. He said he thinks at least o~e-half, and preferably two-thirds (about $960,000), of the funds associated wit~ the growth in population in the County should be funded. If the Board were to give the School system an additional $715,000 and another $250,000 fromiithe category set aside for funding the opening of new schools and parks ~ver two years instead of one year, the School system would have nearly the[sum needed to fund the first items on its priority list. Mr. Agnor said he recommended distributJ following manner: allocate $1.0 million to t Fund, $720,000 to the School Fund, and establ million. In addition to receiving the suppl~ ~g the $3.25 million in the ~e CIP, $290,000 to the General .sha reserve fund of $1.91 ~ental allocation of $720,000, 430 April 5, 1989 (Afternoon Adjourned Meeting) (Page 12) the School system could also receive $275,000 reserved for opening the new schools; and $300,000 in estimated carry-over funds. This additional $1.3 million could cover the first two items on the Superintendent's list, which are related to the growth of the schools, and provide 60 percent of the equip- ment requested by the schools. The additional allocation would give the schools a little over half of the $2.0 million requested by Dr. Tolbert. In addition to the schools, the County Executive recommends allocating tc General Government an additional $185,000 from the amount reserved for new debt service. This would increase the recommended funding for General Govern- ment by $477,000. He said he thinks the estimated carry-over balance of $500,000 from the General Government budget should help fund the CIP, as planned. He suggested that any carry-over funds above the estimated $500,000 be used by General Government for needed equipment. Mr. Lindstrom said he is uneasy with the idea of using carry-over money for anything but the CIP, because the County may have to go deeper and deeper into debt to fund much-needed capital improvements. He said he assumes Mr. Overstreet will attempt to use any carry-over funds for one-time costs. Mr. Lindstrom said he is concerned about the needs of the Police Depart- ment, which the County Executive estimates will cost about $450,000 for staffing and equipment. Mr. Bain asked if the staff has considered other sources of revenues, such as increasing the cost of automobile decals. Mr. Ag~or said raising the cost of decals to the maximum allowed by the State, $23 f6r cars and $28 for vehicles over 4000 pounds, would generate $421,000 in additional funds. Raising the cost of decals to $20, the fee charged in the!adjoining counties of Nelson, Greene and Orange, would generate an additiona~ $263,000. It-m~ from Other Work Sessions for Discussion/ReconSideration. Mr. Lindstrom said he believes it makes sense to fun~ about $904,000 of the $1.71 million shortfall in the School budget, $1.1 million of the funding necessary to provide for growth in the schools, and $254,~00 for the facili- ties refurbishments requested by the Schools system. He ~aid these requests total $2.25 million. He also thinks the total amount of money needed by the Police Department should be funded, instead of the $157,090 recommended by the County Executive, which is estimated to cover only one-third of the needs of the Police Department. He supports funding the $26,000 r~quested by the Planning Department for a Transportation Planner. He suggested increasing the recommended allocation to the Jefferson-Madison Regional ~ibrary byeS200,000 to cover the implementation of the pay and classificationi~plan and the extend- ed hours of operation. These additional allocations to t~e budgets of the School system and General Government total $2,779,000. Ri To attain this additional $2,779,000, Mr. Lindstrom ~aid, $720,000 would come from the reallocation suggested by Mr. Agnor, an est~ated $300,000 in carry-over funding, or whatever was left at the end of th~ fiscal year, would be allocated to the Schools. He said he also supported a~locating the follow- ing funds to the Schools budget: $275,000 from the funds!~eserved for opening new schools and $185,000 from debt service. These sourc~ will contribute about $1,480,000. He said adding five cents per 100 hundred dollars to the tax rate, restoring it to what it was five years ago, wou~h generate an additional $1,465,000, or $2.9 million when added to the ~1,480,000 from other sources. ~ He said he cannot support the allocation of the $500}000 carry-over balance from the General Government budget or the $1,000,~00 budgeted for the CIP to anything other than the CIP. He said he thinks bo~d issues should fund theneeds of the School system whenever possible. He sai~ the money planned for the CIP should remain in the CIP and the County shoul~ continue adding funds to the CIP on a yearly basis. He said he does not t!hink the Board can ignore the demands placed by growth upon the Schools; the ~onger these costs are postponed, the more the County will have to pay and t~e more the public will suffer. He added that he feels the same way about t~e Police Department. Parts of the County are urban areas and will experience problems with drugs, he said, unless the Police Department is adequately fundedll April 5, 1989 (Afternoon Adjourned Meeting) (Page 13) 431 Mr. Perkins said he cannot support an increase of five cents in the tax rate, because it would come on top of an increase in the assessment of prop- erty, increasing taxes by 20 percent. He said the real estate tax is struc- tured so that those people who are the least able to pay are taxed the same as those who are most able to pay. He said he supports the reallocations recom- mended by Mr. Agnor. He said he supports reallocating $3.25 million from the CIP because there will be no reassessment next year. He said he does not think the County has to spend every penny it collects every year. He said increasing allocations to departments this year will just result in requests for more money next year. He said he believes the schools are mismanaged, but he will discuss this with the Board in executive session. He said money is being spent unnecessarily in the School system and he thinks its budget could be reduced further. He said one of the promises of the Career Incentive Plan was that the costs of administrating the sch6ols would be reduced. He said these reductions have not happened. He said he cannon support a tax increase of any kind. Mr. Way said he will not support a tax increase. Mrs. Cooke said she supports increasing.taxes. Mr. Bowie said he accepts the recommendation of the County Executive for reallocating the funds. He said he thinks the School system must redirect its funding priorities. He said he has trouble With the increase in the request for staff development, which has grown from zero three years ago to nearly $300,000. He said it concerns him that this.~request seems to be a higher priority than equipment. He said he agrees that the School system needs an additional $2.0 million, but he thinks the money should be used to fund the requests for equipment from the individual schools; and 50 percent of the costs associated with growth, funding that he believes the Board should maintain some control over, rather than just~i~llocate~ it to the School system. He said he thinks the equipment and demands Created by growth can be met by the measures recommended by the County Executive, if the School Board's staff directs their resources from expenditures no~:~ related to the classroOm to expenditures that are so related. Although ~e is willing to allocate the · additional money as recommended by the Count~ Executive, Mr. Bowie concluded, he will not support an increase in taxes. Mr. Bowie said he thinks the Police Dep&rtment may need more funding than recommended by the County Executive, but he ~°uld like to wait and discuss reorganizing the department with the new Pol%.~ce Chief. Mr. Lindstrom asked Mr. Bowie what he cQhsidered the needs of the School system to be. Mr. Bowie said he thinks 80 p~rcent of the equipment and refurbishment of the facilities needed by th~ individual schools should be funded, He does not think 15 more teachers ~re needed, because the student- teacher ratio is 14.2 to one. I{e said he believes the School system can carry over $400,000 from the current year's budget ;,and this carry-over, combined with the allocations recommended by the Count~ Executive, should bring the School system very close to the amount neededli He said the primary purpose of the School system is to educate children. He~ does not think the School system should spend $280,000 on staff development and travel when it cannot fund things needed in the classroom. Mr. Lindstrom said some of/~ding requested for staff development would be used to train teachers to implement programs in the classroom. Mr. Bain said he thinks the Board must face the problem of growth. He said he will not be surprised if the tax ratei!:increases to one dollar per hundred dollars by 1990-91. Because there was no increase in taxes last year, the 20 percent increase mentioned by Mr. Perkins could be thought of as an increase of ten percent over two years. He s~id he thinks there must be an increase in the tax rate this year and residents of this County will have to pay the cost of growth. He said he supports ~n increase of four to five cents in the tax rate. He samd he does not th~nk m~ is necessary this year to fund the entire amount needed by the Police Depart~ent..~ Mr. Perkins said he thinks the tax on personal property should be raised before the Board considers increasing the rea~ estate tax, because a person can choose how expensive a car he or she will'.~drive. He said personnel is the 432 April 5, 1989 (Afternoon Adjourned Meeting) (Page 14) most expensive portion of the School budget. He suggested that personnel costs could be reduced by allowing raises of five percent,, rather than seven and one-half percent, for a savings in the School budget. Mr. Bain said he agrees that raising the real estate tax may not be the most fair way to pay for growth in the County. But, he said, it is the only measure available to the County at the present time. Mr. Perkins said he thinks the urban areas of the County should pay more taxes. Mr. Lindstrom said the residents of urban areas do pay more taxes, because their property is assessed higher. He said residents of rural areas contribute to the increasing costs of education and pointed out that it costs money to send school buses to the rural areas. He added that many residents of the rural areas have their property in the land use program and pay much less taxes than other County residents. (Note: In reviewing the minutes for Mr. Lindstrom said he has criticized the way the School system has managed its money in the past, but this year he thinks the needs are so great it is not a question of funding "frills". He said the purpose of local government is to provide services, the most fundamental Of which is education~ and the second, the safety and security of the public. He said the County has clung to the illusion that growth pays for itself. He said the people who depend' on the County to provide services such as educati6n and a police force are the ones who will suffer if these services are reduced, because they cannot afford to send their children to private schools Ur install burglar alarms in their houses. He said the well-to-do residents of the Jack Jouett District will pay a large portion of any tax increase, therefore subsidizing services for less fortunate residents. He said he believes members of the Board are sincere in their concerns about the effect of ~ tax increase on County residents, but he thinks not raising the tax rate ~ill have a great impact on people who have little to begin with, if the Bdard does not fund basic services. Mrs. Cooke said she agrees with Mr. Lindstrom. She~iSaid people at the lower end of the economic scale depend on those higher up to help them make progress. She said she is also concerned about the potential drug and crime problems the County will face as it grows. She said it ~akes money to deal with these problems and the only way the County can rais~money is by increas ing the tax rate. The longer the Board puts off raisingi'the tax rate, she said, the bigger the bill is going to be. Mr. Bain said he thinks the Board should consider having the meals tax placed on the ballot again this fall. He said he thinks ii, he Board should the public aware of the benefits a meals tax would bring ~ithe County. He said the residents must be educated on these benefits as they were on the benefits of the Revenue Sharing Agreement with the City. Mr. Lindstrom said he thinks the burden of any tax ~.ncrease will be by people who can afford to pay the increase. Mrs. Cook~ said not raising tax rate will cost the County in the long run and she do~ not want to be responsible for such an action. Mr. Way said the people have said "NO" to tax increases: they said "NO" when they voted against the meals tax; and "NO" when the~! elected a President. He said he thinks it is presumptuous for the 8oard to decide what is best for the residents of the County and he will not vote for a tax increase. Mr. Lindstrom asked if elected officials are to look! to public opinion polls every time they make a decision. He said that att~%ude has resulted in a huge national deficit because citizens say "We want services, but we do not want to pay for them." He said County residents voted a~inst the meals tax because they did not understand the benefits the tax wou~ bring to the and the consequences of denying the County this source o~! revenue. If member~ of the Board know no more than the average c~tmzen, Mr. DSndstrom samd, then he thinks they might as well stay home. He samd members ~of the Board wet elected to provide leadership; if they. fail, the public w~ll suffer. The cos~ of such a failure will be increases in the sale and use o~ drugs, prison and the disintegration of families. He said he does not ~hink citizens are adamant against tax increases as the Chairman suggests an~ mentioned that he April 5, 1989 (Afternoon Adjourned Meeting) (Page 15) 433 has supported several increases in the tax rate and has been re-elected. He said he thinks citizens are more amenable to the idea of increasing local taxes than federal taxes. At any rate, he said, the Board is here to lead, not follow. Mrs. Cooke said she has heard many citizens say they support an increase in taxes to pay for education in the County. She said a mediocre system of education will weaken the quality of life in the County. Mr. Bowie said he wants to make it clear that he is not advocating that some of the requests by individual schools go unfunded. He said he thinks there is money in the School budget to fund these requests, if less important things are cut. Mr. Way suggested that members of the Board "sleep on it and try again tomorrow" at a work session to begin at 4:00 P.M. Due to the lateness of the hour, the following agenda items were not discussed. Agenda Item No. 3. Agenda Item No. 4. County Budget. Agenda Item No. 5. and Public. Set Tax Rates for 1989. Order Advertisement of Public Hearing on 1989-90 Other Matters Not Listed on the Agenda from the Board Agenda Item No. 6. Adjourn. At 5:33 P.M., motion was offered by Mr. Bain and seconded by Mr. Bowie to adjourn int~ executive session to discuss personnel matters. Roll was called and the m~tion carried by the following recorded vote: AYES: Messrs. Bain and Bowie, Mrs. Cooke, MeSsrs. Lindstrom, Perkins and Way. NAYS: None. The Board reconvened into open session a~ 7:29 P.M., and immediately adjourned.