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HomeMy WebLinkAbout1984-03-12 adj-- ' 00I March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on March 12, 1984, at 1:00 P.M., in Meeting Room 7, Second Floor, County Office Building, 401 McIntire Road, Charlottesville, Virginia; said meeting being adjourned from March 7, 1984. Present: Mr. Frederick R. Bowie, Mrs. Patricia H. Cooke, Messrs. Gerald E. Fisher, J. T. Henley, Jr. (Arrived at 1:15 P.M.) and Peter T. Way. Absent: Mr. C. Timothy Lindstrom. Officers Present: County Executive, Guy B. Agnor, Jr.; Assistant County Executives, Ray B. Jones and Robert W. Tucker, Jr. Agenda Item No. 1. The meeting was called to order at 1:02 P.M. by the Chairman, Mr. Fisher. Agenda Item No. 2. Work Session -- 1984-85 County Budget. Mr. Fisher said he has been involved in County budget preparations for thirteen years and never remembers a year in which most requests were financed and a tax decrease made possible at the same time. Agenda Item No. 2a. Presentation by County Executive. Mr. Agnor made the following presentation of the 1984-85 County Budget; as contained in his memorandum to the Board: "TO: FROM: RE: DATE: Members, Board of Supervisors Guy B. Agnor, Jr., County Executive Fiscal Year 1984-85 Recommended Budget March 5, 1984 In accordance with requirements of the Code of Virginia, submitted herewith for your review is a recommended budget for FY 84-85 totaling $44,918,211, an increase over FY 83-84 of $3,804,157 or 9.26'%. Estimated revenues will exceed recommended appropriations by $711,745. It has been prepared without adjustments in tax rates and without a reserve for contingency appropriations which arise during the fiscal operating year. It is recommended that the Board examine both rate adjustments and contingency reserves in their final budget work session. Staff recommendations on these two matters will be presented upon request. The following summarizes the total budget: Genera1 Government Education/Operation Education/Debt Service Capital Budget ~City Revenue Sharing .Total Budgeted Requested Recommended FY 83-84 FY 84-85 FY 84-85 Recommended Change Over FY 83-84 $12,102,525 $13,317,183 $13,159,798 $ +1,057,273 + 8.74% 24,781,896 27,160,318 27,160,318 +2,378,422 + 9.60 2,037,242 2,018,342 2,018,342 - 18,900 - 0.93 661,400 1,000,000 1,000,000 + 338,600 +51.20 1,530,991 1,579,753 1,579,753 + 48,762 + 3.18 $41,114,054 $45,075,596 $44,918,211 $ +3,804,157 + 9.26% As summarized above, this recommended budget leaves unfunded $157,385 in requests, all of it in General Government departments and agencies. The funds for the operations and debt service of the school system are recommended in the full amount requested by the School Board. Increased funding of the Capital Improvement Program Budget is also recommended. 002 4 March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) Revenues to finance the recommended appropriations (expenditures) are estimated as follows: Budgeted Estimated Difference FY 83-84 FY 84-85 $ % GENERAL FUND: Property Taxes $19,057,080 Other Local Revenues 8,245,668 Miscellaneous Revenues 240,910 State Revenues 2,721,069 Federal Revenues 172,400 s~btotal General Fund $30,437,127 $21,478,700 $+2,421,620 +12.71 9,665,763 +1,420,095 +17.23 131,010 - 109,900 -45.62 2,514,875 - 206,194 - 7.58 887,240 + 714,840 414.64 $34,677,588 +4,240,461 +13.94 SCHOOL FUND: State Revenues $10,061,059 Federal Revenues 279,208 Miscellaneous Revenues ~01,750 Subtotal School Fund $10,742,017 $10,206,356 + 145,297 + 1.44 292,150 + 12,942 + 4.64 453,863 + 52,113 +12~97 $10,952,369 + 210,352 + 1.96 GRAND TOTAL $41,179,144 $45,629,957 +4,450,813 +10.81 Local funds required to finance the School System are as follows: Budgeted Requested/Recommended Difference FY 83-84 FY 84-85 $ % Operations $24,781,896 $27,160,318 +2,378,422 + 9.60 Debt Service 2,037,242 2,018,342 - 18,900 - 0.93 Subtotal Education $26,819,138 $29,178,660 +2,359,522 + 8.80 Less School Fund Revenues 10,742,017 Local Funds Required $16,077,121 10,952,369 $18,226,291 + 210,352 + 1.96 +2,149,170 +13.37 These summaries do not include Federal Programs in the School System, which are considered self-sustaining, and have not yet been considered by the School Board. The total school operations are therefore understated, and will increase when Federal Programs are added during budget work sessions. As in previous years, final approval by the General Assembly of the State budget will affect revenue estimates, but it is not expected to be significant. Projections of the current fiscal year expenditures and revenues indicate the General Fund and School Fund will end this fiscal year again with black ink. Specific quantities will be provided in April upon completion of examining the data at the end of the third fiscal quarter in March. The staff anticipates presenting you with a report at that time that will recommend the elimination of the $1.5 million School Fund deficit through the use of current year revenues. Attached to this memorandum are summary descriptions of major changes in operations and revenues. As you realize, this document represents many hours of preparation and analysis by citizens, boards and staffs. Their dedication and assistance is gratefully acknowledged in forwarding this financial plan for your review." "MAJOR CHANGES IN FY 84-85 RECOMMENDED BUDGET I. REVENUES A. General Fund A very strong economic recovery which began in 1983 is reflected in the revenue estimates. To my knowledge, no one in the economic field projected a recovery as significant as the one that is occurring here in Albemarle. How long the recovery will continue and how much effect it will have on revenues is hazardous estimating, but the staff believes that the recovery is leveling and will not decline significantly in FY 84-85. The following revenues reflect this economic activity: 'March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) OOZ Budgeted Estimated Difference FY 83-84 FY 84-85 $ % Real Estate Taxes $13,725,000 New Construction and Remodeling $14,520,000 $+ 795,000 + 5.79 Personal Property 3,785,000 5,080~000 +1,295,000 Recovery of automobile industry Plus increased costs of vehicles Sales Tax 2,341,500 2,850,000 + 508,000 Improvement of retail sales volume +34.21 +21.72 Business/Professional Licenses 987,000 Increased business volumes 1,282,000 + 295,000 +29.89 Building & Related Permits 246,900 434,728 Recovery of construction industry Partially offsetting these revenue increases are declines in the State share of the Sheriff's Department compared to the State funds for the Police Department, which was anticipated. These changes are: ~+ 187,828 +76.05 Budgeted Estimated Difference FY 83-84 FY 84-85 $ % Sheriff's Operations Share-Fringe Benefits Police Operations TOTAL $798,353 $202,100 $-596,253 - 74.7 85,850 22,310 - 63,540 - 74.0 -0- 528~870 +528~870 +100.0 $884,203 $753,280 $-130,923 %-14.8 The General Fund revenue sources are as follows: Budgeted Estimated Difference FY 83-84 FY 84-85 $ % Local $27,302,748 $31,144,463 $+3,841,715 +14.07 State 2,721,069 2,514,875 - 206,194 - 7.58 Federal 172,400 887,240 + 714,840 +414.64 Miscellaneous 240~910 131,010 - 109~900 -45.62 TOTAL $30,437,127 $34,677,588 $+4,240,461 %+13.94 The significant increase in 'the Federal source is due to the renewal of the Federal Revenue Sharing law by Congress in October, 1983. The renewal is for three years. As you can see from these summaries, the local sources provide the greatest dollar increases, with $2.09 million or more than half of the increase being derived from property taxes. For your consideration, an adjustment of one cent on the real estate tax rate affects net revenues by $170,365, likewise, one cent on the personal property rate affects net revenues by $10,990. B. School Fund The School Fund reflects a $210,352 increase or 1.96% from Federal, State and miscellaneous sources of revenue. State funds from the Basic Aid formula decreases by $224,744 or 4.63% due to declining enrollment and changes in the factors used in the formula. Revenues derived from the State share of fringe benefit costs increases $342,533 or 21.09% due to the planned adjustments in salaries. The totals of State Aid and Recovered Costs provides $145,297 more funds next year, a 1.45% increase in State sources in a year that emphasizes a 10 percent improvement in teacher salaries. The General Fund recommended amount of $18,226,291 for school operations will provide the School Fund an additional $2,149,170 over budgeted 83-84 revenues, an increase of 13.37% over 83-84. C. Revenue Summary The revenue estimates reflect a recovered economy, providing resources for expenditure needs that have been deferred in budget years when resources have been limited. Although local government continues to depend upon property taxes as its primary source of revenue, in recent years other sources, which reflect the status of the economy, have become a more important factor in budget projections. II. EXPENDITURES A. General Government The emphasis in general government operations is focused on the previously approved reorganization of the Executive Office Staff, the transition to a Police Department, and the division of the Zoning Operation into a separate department. 004 March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) Additionally, new positions and related costs are recommended in other departments as listed below. A new program is recommended at the Ivy Landfill, to bring the operation into compliance with watershed management practices, and the Victim- Witness program is recommended to be expanded from a part-time to a full-time function. The following summarizes those changes: Additional Costs Over FY 83-84 Executive Staff 2 Deputy Executives $120,000 Police Department 1 Administrative 3 Enforcement Related Equipment TOTAL $ 28,600 64,720 48~000 $141,320 Sheriff Department 1 Clerical 1 Process Server Related Equipment TOTAL $ 14,200 14,500 9~000 $ 37,700 Zoning 1 Administrative $.34,200 Purchasing Division 1 Clerical $ 14,200 Planning Department Housing Division 1 Planner (Part-Time) 1 Technician 1 Clerical (Part-Time) TOTAL $ 12,800 16,850 5,065 $ 34,715 Engineering Department 1 Engineer (Part-Time) $ 17,350 Clerk, Circuit Court 1 Clerical $ 13,300 Ivy Landfill Operations $135,000 Victim-Witness 1 Administrative (Part-Time to Full-Time) Operations TOTAL $ 12,420 7,005 $ 19,425 GRAND TOTAL NEW EXPENSES $567,210 Personnel Equipment Operations $368,205 57,000 142,005 $567,210 The requested increase of $1,057,273 for General Government next year can be divided into new employees and programs ($567,210) and existing operations ($490,062) a 4.05% increase over 83-84 for existing operations. A salary scale increase of five percent effective July 1 is recommended as an approximate adjustment for inflation, estimated to be four percent for 1983, plus another one percent to partially regain some losses that the County's salary scale experienced in three of the last five years when inflation exceeded the annual scale adjustment. The total five percent increase is intended to keep the County's Pay and Classification Plan competitive in the employment market. The performance evaluation merit plan is proposed to continue which provides some employees an opportunity to earn either a two and one-half percent or five percent salary increase on their anniversary date of employment, depending upon the rating of their performance. Since July 1, 1983, 47 employees have earned a five percent merit raise, 42 employees have earned a two and one-half percent raise, which totals 30 percent of the eligible employees. A merit increase to an employee is in addition to the proposed scale adjustment. The costs of fringe benefit programs will increase in proportion to the salary adjustments except the health insurance program. The health insurance program which is funded at $600 per employee continues to be financially sound and is not recommended for increased funding. There are no major changes proposed in the fringe benefit program which amounts to 23.5 percent of salaries. Salaries and fringe benefits in FY 84-85 comprise 45.5 percent of the costs of General Government. B. Education The requested budget for the School System includes the reduction of 35 positions -- 20 teaching positions, five administrative positions and ten aides. The emphasis of the school budget is to increase the teacher salary scale ten percent, to reclassify other employees in a personnel plan with salaries that are not factored to the teachers' scale, to improve existing programs in the system and to request no new programs or expansion of existing ones. Enrollment is projected to decline approximately sixteen students. March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) 005 In addition to the ten percent scale increase, all teaching employees except those in the top steps (Steps 1t and llA) of the salary scale will receive an additional five percent step increase. The FY 84-85 salary scale will have steps from 0 to 11, a total of 12 steps. The FY 83-84 scale had steps from 0 to 11+, a total of 13 steps. Funding of the reclassification of non-instructional employees is estimated to require an eight percent increase in funding over FY 83-84 payroll costs. This is described as an eight percent aggregate increase in costs, which is an estimate, since the staff work is incomplete. In this reclassification, some employees may receive no salary increase and others may receive more than the eight percent aggregate estimate. None will experience a reduction in salary, and if the reclassification results in their position's salary being less than their 83-84 earnings, their earnings will be frozen until the salary scale catches up by future budgeted salary scale increases. It is not anticipated that many employees will experience that situation. The intent of the reclassification plan is to equate non-instructional salaries to the employment market, equalize them with positions in other County departments, and adjust them in the future based upon market surveys, and not upon factors related to teacher scales. The obvious result is that non- instructional salary scales can be examined independently of improvements in teaching scales. Salaries and fringe benefit programs continue to be the major portion of the school budget, comprising 83.2 percent of the 84-85 operating budget. The emphasis next year on the improvements in salaries resulted in a number of capital items not being requested by the School Board, among them six buses approximating $160,000. In FY 83-84 there were no buses requested; in FY 84-85 there are six buses being requested. It is my understanding the School Board is examining the replacement program for the bus fleet, has requested six for FY 84-85 addressing safety and redistricting needs, and plans to place a revised bus replacement program as a budget emphasis in FY 85-86, when it is anticipated that State funds will be improved. It is my recommendation that any revenues remaining in the School Fund from the FY 83-84 school operating budget be carried forward to purchase additional buses in FY 84-85, over and above the six buses requested. The estimated amount of these carry-over funds will be determined in April, and will provide the school system with a head start on next year's bus replacement program. C. Capital Fund The aPpropriation of General Fund monies to the Capital Improvement Program was decreased in FY 83-84 due to the uncertainty of renewal of the Federal Revenue Sharing Program. With the renewal of this program, those revenues, which will total $567,877 in FY 84-85 plus $306,863 currently available in the fund balance of ~the Federal Revenue Sharing Fund, will provide a total of $875,740, and are recommended for inclusion in the FY 84-85 budget. This amount is recommended to be provided to the school system for energy needs, releasing other General Fund monies for the Capital Improvement Program. This use of Federal Revenue Sharing funds for school needs has been followed for a number of years, and is used to improve the County's entitlement to future allocation of Federal Revenue Sharing Funds, since the formula encourages use of these funds for educational expenses. Simultaneously, the allocation of a like amount of General Fund revenues to the Capital Improvement Program protects the County from becoming dependent upon Federal funds for operations, and being placed in a financial bind when Federal funds decrease. In that situation, as was experienced in the current budget year, the released General Fund monies, allocated to the Capital Improvement Program, can be Shifted back to the school system, which reduces the Capital funding, but diminishes the impact on local revenue sources being needed to replace Federal funds. In addition to the $875,740 it is recommended that $124,260 of next year's local revenues be allocated to the Capital Improvement Program which will provide one million dollars to the Capital Fund, up from $661,400 in FY 83-84. In addition to this recommended allocation, the use of current year revenues in the General Fund to repay the $1.5 million School Fund deficit, a proposal which the staff will make in the final quarter of this fiscal year, will greatly improve the financial status of the Capital fund. D. County/City Revenue Sharing The transfer of funds to the City in FY 84-85 is calculated to be $1,579,753 which is an increase over FY 83-84 of $48,762 or 3.18%. The limitation on the amount of funds to be transferred each year, referred to as the 'cap' in the formula, controls the total transfer again in FY 84-85. Without the 'cap', the transfer would be $1,635,984. When the Revenue Sharing Agreement was negotiated, it was predicted that the transfer of funds would be limited by the 'cap' for at least the first two years. FY 84-85 will be the third year of the agreement. E. Expenditure Summary.. Specific details of requests and recommendations will be provided during work sessions. Review of requests, identification of unfunded needs,'considera- tion of a contingency reserve, and adjustment of revenues are expected to be the major areas of concern in the work sessions." March 12, 1984 (Afternoon Meeting--Adjourned from March 7,~ 1984) Mr. Agnor explained that in 1981, in the face of increasing demands from social service agencies, the Board had directed the staff to devise a review process for request~s from these agencies. This is the third time that this staff committee has reported its findings to the Board. A point allocation system for the program review was devised to evaluate answers to that questionnaire furnished by this committee. (Note: The committee states in its report that due to the point allocation procedure, agencies which completed the form and quantified results scored better than agencies which submitted incomplete questionnaires, regardless of the worthiness of the pro'gram.) Mr. Agnor noted that the funding recommended by the committee for each agency depended in part on the agency's ranking as compared to other community programs; the ranking depended on the average score or points accumulated. This year, the staff committee did not recommend a set percentage increase in every instance. Those agencies which ranked high were recommended for funding at their requested level or at a level the staff committee felt was justified. Agencies in the medium rank category were recommended for a cost of living increase of five percent or at a level specified by the staff. Altogether, seventeen agencies were reviewed, and the staff recommended funding for eleven agencies. Although some of these agencies have been funded by the County in the past, due to the low ranking received by these agencies, along with the increased demand for funds from other agencies, several are not recommended for funding in FY 84-85. Mr. Agnor said that recommendations of the committee in given instances will be explained during discussion of the individual requests. Mr. Fisher asked if financial projections for the end of the current fiscal year have been received from the School administration. Mr. Agnor said the information should be available by the end of March. Mr. Fisher said, if possible, he would like that information before the discussion of the School budget particularly since suggestions have been made to use any remaining 1983-84 funds to purchase additional school buses. Mr. Bowie requested information be provided~ regarding the buses to be replaced, specifically, the reason for the replacement as well as the specific number of the bus to be replaced. Agenda Item No. 2b. Outreach Counseling. Mr. Alan Segar, Director, was present. (Mr. Fisher left the room at 1:26 P.M. and returned at 1:28 P.M.) Mr. Agnor explained to the Board that this is a private, nonprofit agency w~ich basically provides comprehensive' counseling to low-income, predelinquent, socially maladjusted yoUths and their families. The program is unique in that it is designed to reduce the need for residential treatment. Mr. Agnor said the requested amount is for $10,000 but no funding is recommended by the staff committee or himself for reasons set out on page 79 of the program review book. Mr. Segar said this agency has been operating for eight years with a variety of funding formulas, state and federal funding being the largest, but not being in sufficient amounts. Mr. Segar said a request for County funding was withdrawn during work on the 1983-84 budget on the basis that this agency would not request funding until all State funding had ceased. The state grant is to expire on-June 30, 1984. Mr. Segar said this state grant has been used in the past to serve twenty youths and their families without any cost to the localities. Mr. Segar responded to the comments and recommendations as contained in the program review report compiled by County staff. He pointed out an error on page 76 of the report regarding the projected number of City and County residents to be served in Fiscal Year 1984-85. The "12" for the City should be "10" and the "12" shown for the County should be "14". Mr. Segar further noted that contract services furnished by the agency should not be considered as part of the budget request. He said that the future of Title XX funds is uncertain and although these funds are a large factor for the agency, these funds are basically used for youths in foster care so do not allow for servicing youths on a preventive basis. The only way to provide such service is through an allocation from the localities. Mr. Segar concluded with a plea that the priority of services to youths be somewhat higher. Mr. Fisher asked how the Board desired to handle these work sessions on the budget; act on any changes during discussion of an item, or reconsider specific requests at a final work session. He personally preferred the final work session. The other Board members concurred. Mr. Fisher then asked if there was any recommendation to change the recommendation for zero funding. No changes were suggested. Agenda Item No. 2c. Jefferson-Madison Regional Library. Mr. William Swinson, Director, was present. Mr. Agnor said the request and recommendation is for $480,064, which is a five and one-half percent increase over 1983-84 funding. Mr. Agnor noted for the Board's information that the column entitled "revised 1983-84" shows a lesser amount than the "appropriated" column because more State funds are being received than originally anticipated. Mr. James Hingeley, member of the Library Board of Directors, was present and introduced Mr. Swinson, the new Director for the Library. Mr. Fisher expressed concern that funding from Albemarle County is approaching fifty percent of the entire library budget. He felt the other jurisdictions such as Buckingham County and Fluvanna County which use the S¢ottsville Branch Library should participate in its funding. He asked if there is any information available on charges for those counties. Mr. Agnor said two years ago the Budget Committee examined charges being made and surprisingly, the amount was small compared to usage by other localities. He also noted that there is a fee charged for noncounty residents using the library. Mr. Hingeley said there is a fee which is very seldom charged because those persons mainly use the library as a research area without any books being checked out. Mrs. Cooke expressed concern about the County's share of the bookmobile being so high and asked about usage of the bookmobile within the County. Mr. Hingeley said the information would be submitted to her. March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) 0O7 Mr. Bowie concurred with the request of Mrs. Cooke for the schedule of the bookmobile and also, requested information on how the statistics were compiled for allocating Fiscal Year 1984-85 costs. This budget is to be reconsidered at a later meeting pending information regarding the usage of the two branch libraries, specifically, Scottsville by residents in adjoining counties that do not participate in the budget and statistics regarding usage of the bookmobile, schedule of same and how the statistics for allocating costs for Fiscal Year 1984-85 were compiled. Agenda Item No. 2d. Piedmont Virginia Community College. Mr. Joe Jenkins, Dean of Administrative Services, was present. Mr. Agnor said the request was $4,670 and the recommendation is $5,170 which includes an additional $500.00 for compensation of Albemarle County representatives on the college board. The recommendation is a 12 percent increase over last year's funding. No changes were recommended. Agenda Item No. 2e. T~omas Jefferson Planning District Commission. Mrs. Wayne Harbaugh, Executive Director, was present. Mr. Agnor said the request and recommendation is for $18,860, a 3.96 percent increase over the current year's funding. Mr. Agnor noted that Federal funding and private donations are decreasing, therefore, localities are being asked to fund at a four percent increase which represents thirty-three cents per capita. There were no changes recommended. Agenda Item No. 2f. ~lbemarle Housing Improvement Program. Mr. Gary Oliveria, Executive Director, was present. Mr. Agnor said the request is for $170,400, but the recommendation is for $151,616 or a 14.43 percent increase. Mr. Agnor said the additional funds requested were to pay for two additional carpenter helpers and a five percent increase over the current funding. The staff committee only supported the five percent increase and funding of one carpenter's helper with both recommendations being conditioned on Community Development Block Grant monies for Fiscal Year 1984-85 not being received. Mr. Oliveria said the two additional positions were requested in order to have a skilled, experienced crew to accomplish small projects. Mr. Oliveria said a permanent full-time field staff is needed, but if only one helper's position is funded that will be appreciated. Mr. Bowie said one of the program review recommendations is to expand community education efforts. That has been recommended for two years and he asked why this suggestion has not been pursued. Mr. Oliveria said some advertising has been done on local radio and television as well as through local neighborhood groups, civic organizations and churches. Mrs. Cooke asked if churches other than those in a particular project area have been solicited for help. If that has not been done, she would suggest this idea be pursued since there are many youth groups and church volunteers who would be willing to help. Mr. Bowie also suggested that veterans organizations be contacted. Mr. Oliveria expressed appreciation for the suggestions. Mr. BOwie offered motion to approve the five percent increase in funding but not the request for two additional employees. Mr. Bowie also stated that he felt many agencies do not receive private funding due to the amount of public funding being received. Mr. Henley said he was willing to approve one additional employee as recommended by the staff because he feels a trained person is more useful than a volunteer. Mrs. Cooke agreed and urged that more sources of volunteer help be examined. Mr. Oliveria said a full~me permanent staff is needed to begin jobs and that is what generates the specific projects where volunteers are used. Mr. Fisher asked if there was any second to the motion. Hearing none, the motion died and the recommendation presented by Mr. Agnor for $151,616 remained. Agenda Item No. 2g. Jefferson Area Board for Aging. Mr. Gordon Walker, Executive Director, was present. Mr. Agnor said the request and recommendation is for $6,408, which is a 26.7 percent increase. Mr. Walker said the elderly population is growing and without some of the services provided by this agency, many of those elderly people would be in nursing homes. Mr. Walker said with the surplus of funds projected to be collected by the County this fiscal year, he feels that an excellent opportunity exists for the County to assist further with human needs and for this agency to work with the County planning staff to develop a plan to meet the needs. Mrs. Cooke asked if the "Home Delivered Meals" program is for persons who are not financially able to pay or for those persons physically unable to prepare their own meals. Mr. Walker said the program is for both low income persons and those at the point of going into a nursing home. He further stated that Federal law does not allow this agency to charge a fixed fee, but persons who are financially able to pay can so do bY making a contribution. Mr. Bowie suggested that JABA make further exploration into private funding next year, and that some basis for local funding requests be shown by showing the number of County citizens served in relation to the funds requested. Mr. Walker said that private funding is used now for research and related items but not for daily services. He reassured Mr. Bowie that County funds are definitely spent for County citizens. There was no change offered to the recommendation given by Mr. Agnor. 008 March 12~ 1984 (Afternoon Meeting--Adjourned from March 7, 1984) 'Agenda Item No. 2h. JAUNT. Ms. Linda Wilson, Executive Director, was present. Mr. Agnor said the request and recommendation is for $17,770, a 43.4 percent increase over current funding. JAUNT has in past years, requested matCh dollars from localities based on a combination of ridership figures and hours of service. JAUNT also splits its federal grant based on ridership. This year, JAUNT is basing its entire income on an hourly cost figure as follows. The Federal grant will be split between urban/non-urban based hours of service. Secondly, all fares will be based on hourly cost recovery figure and last, requests for the local match will be based on hours of service to each locality. Ms. Wilson noted that the hourly cost was reduced on March 1 from $12.50 per hour to $10.50 per hour due to an increase in federal dollars. Ms. Wilson said fifty percent of JAUNT's time is spent in the rural areas of the County and thirty percent of the riders are from the rural area. Mr. Fisher expressed amazement at how JAUNT can reduce the hourly fee this year when several years ago the agency was struggling financially to stay in operation. Mr. Wilson said the budget has been decreased and only a skeleton staff employed, No change was offered to the recommendation. Agenda Item No. 2i. 0,ffender Aid and Restoration. Ms. Patricia Smith, Executive Director, was present. Mr. Agnor said the request and recommendation is for $16,930, a six percent increase over the current funding. Mr. Agnor said the staff committee had only recommended $16,771, a five percent increase over the current level of funding, but he felt that the entire request should be recommended since the only difference between the request and recommendation is $159.00. (Mr. Henley left the room at 3:02 P.M. and returned at 3:05 P.M.) There was no recommendation received to change the recommendation of Mr. Agnor for the total funding request of $16,930. At 3:14 P.M., the Board recessed and reconvened at 3:25 P.M. Agenda Item No. 2j. Madison House. Dr. Jane Parker, Executive Director, was present. Mr. Agnor said the request was for $4,200, a four percent increase over the current funding but the staff committee recommended zero funding. Last year the staff also did not recommend any funding, but the Board of Supervisors had approved $4,050 as requested by Madison House. Mr. Agnor summarized the function of Madison House. This is a nonprofit corporation which organizes and implements volunteer services in the City and County; two specific programs in the County are AHIP and the Migrant Aid Program. Mr. Agnor said the staff committee commented last year that the number of City and County residents served were disproportionate, and yet the City only waives t~e tax on the building used by Madison House. Mr. Agnor commented that there is an endowment fund from which Madison House derives the majority of its funds. He noted that AHIP is funded separately by the County, and the Migrant Aid Program is also funded through the School budget. For these reasons, the staff did not feel any funding could be recommended, as well as the low level of services offered to County residents in comparison with those offered to City residents. Dr. Parker spoke next and asked that the funding for Madison House be reconsidered. She felt the importance of the programs offered by this agency should be recognized as well as the fact that the programs are free. One of the CounTy's objectives has been to encourage the use of active volunteers and Madison House is a clearinghouse for student volunteers from the University of Virginia. As has been noted, the City supports Madison House by the tax exemption on the building and without local support, many of the services offered by Madison House would have to be seriously reconsidered. Dr. Parker said the $30,000 noted as being available from the endowment fund does have some restriction in that one-sixth of those funds must be retained in the fund to keep pace with the rate of inflation and to have same constantly available to the community. Dr. Parker said the agency has addressed the program objectives of the County: community concerns and problems such as supporting programs aiding in housing rehabilitation (the AHIP program), has promoted programs which demonstrate efficient administration in the use of student volunteers, has discouraged duplication of services, has centralized services, and finally, has encouraged programs to promote the use of volunteers. Dr. Parker concluded by urging reconsideration of the request. Mr. Fisher asked if there was any suggested change to the recommendation of the staff. Hearing none, Mr. Fisher expressed disappointment since he has supported funding for Madison House in the past. He felt the County should at least consider funding in the same amount as that of the City. He asked the amount of tax exemption given by the City. Dr. Parker said the amount is approximately $4,000. Mr. Fisher said that was higher than he anticipated. Dr. Parker said she would submit the exact amount of tax exemption at a later date. Mr. Fisher suggested this item be reconsidered at the final budget work session. objection to that suggestion was received. No March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) 009 Agenda Item No. 2k. United Way Child Care Scholarship Program. Mr. Lane Kneedler, member of the United Way Board was present. Mr. Agnor said the requested amount is $20,383 and no funding is recommended. Mr. Agnor summarized the program as being a fee subsidy for low-income families in the Planning District which fees ~enable parents to work and have quality child care available. Mr. Agnor said the staff committee recommended that if the Board desired to participate in a child care fee subsidy program, same be administered through a County Department, specifically Social Services and same be with general operating funds. Mr. Agnor said Mr. Kneedler has informed him that the organization does not object if another department were made responsible for the program as long as this much needed service is provided. Mr. Bowie asked if any additional personnel would be needed if a County department were utilized for this service. Mr. Agnor said no. Mr. Kneedler said the data shown in the Program Review Report was gathered last October and some of the data contained in the review has changed. Specifically, the City funded $25,000 to the program but the details of the support were not resolved until September. Mr. Kneedler said local industries have been contacted regarding this program but with many of them making contributions through United Way, a lot of positive response was not received. The staff committee had recommended that advertising be more aggressively established and he noted that fear of an insufficient number of scholarships to be awarded is the reason advertising, particularly through the media, was not pursued. Mr. Kneedler said the comment of Mr. Agnor regarding the desire to have a child care program such as this is correct. This organization does not object to the County providing the program just as long as this service is provided. Mr. Way said he would like to have some time to consider this request; in particular to examine the possibility of the County providing this service. With that, the matter was deferred to the final budget work session. Agenda Item No. 2L. YOut'~ Service Center. Ms. Amy Melville, Director, was present. Mr. Agnor said the request was for $6,755, but the staff committee did not recommend any funding. Mr. Agnor said this organization promotes improvements and services in the community which will hopefully result in the prevention of juvenile delinquency, the enhancement of healthy youth development and the efficient and effective use of existing resources. Last year, the staff committee recommended that the organization consider reducing the number of programs and utilize local funds to provide direct services such as the Rent-A-Teen program. Mr. Agnor said during the last fiscal year, 123 volunteers were utilized and an effort was made to not duplicate the services of any other agency. Mr. Agnor said although County funding has been approved during the past three years, the staff ranked the program low this year because direct services are not being provided and the program is more one of a coordinating agency. Ms. Amy Melville felt the County staff is making a mistake in not considering delinquenc~ prevention as a top priority for funding. The staff committee indicated some support for the Rent-A-Teen program which is handled by volunteers and will not be provided if the center ceases to exist. Ms. Melville explained the Out-of-School Youth program which attempts to assist those youths out of school by connecting them to appropriate education and employment services. This program has been in existence for four years and no other agency is willing to offer the same service. Ms. Melville explained that fifty-five percent of the youths served during the past year were County residents. She noted that the School system asked that this service be provided since they do not have ample staff to handle the service. Ms. Melville said without ~funding of the Center, many of the services assisting youths with some skills and teaching how to live independently will not be available. Mrs. Cooke said since she first became a Board member, she had asked that records be kept of the center's accomplishments. Since that information is not available, she asked what services are offered to students. Ms. Melville said the Rent-A-Teen program recruited 115 students the first four months and fifty-three were placed in jobs. Mrs~ Cooke asked if the school drop-out program had been very successful in keeping students in school or at least in jobs. Ms. Melville said about one-third continue to work and about sixty percent stay in school. Mrs. Cooke asked the ratio of City and County students participating in the programs. Ms. Melville was not certain of the ratio but said she will submit this information to the Board. Ms. Melville also noted that an evaluation is~being done by the State Department of Corrections on,delinquency prevention programs in general and when she receives that report, she will submit a copy of same to the Board. Mr. Bowie requested statistics on juvenile delinquency and the rate of teenage pregnanci~ before the Youth Center went into operation. Ms. Melville said she would submit that information. Mr. Fisher said this budget category~will be reconsidered at the final work. session after receiving the requested information. Agenda Item No. 2m. 'S~elter for Help in Emergency. Ms. Debbie Cobb, Director, was present. Mr. Agnor said the request is for $21,092 and the staff committee recommendation is $20,171 which is a five percent increase over the current level of funding. He summarized the function of this program and noted that the staff committee recommends that private funding sources be reevaluated since indications are that private funding will decrease. Ms. Cobb said with new legislation enabling judges to order abusers out of their homes, the high usage of the shelter should diminish. She also noted that the agency hopes to be able to raise over $20,000 in private funds instead of the amount listed in the program review report of $14,400. Ms. Cobb said it is felt that the outlying counties will not approve the five percent increase requested, but formulas for funding are actually based on the usage of the shelter. March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) Mrs. Cooke asked what type of supervision is furnished the shelter. Ms. Cobb said there is a paid staff at the shelter for eight to ten hours every day and a night manager from nine in the evening until nine in the~morning; also, volunteers work from 5 P.M. to 9 P.M. every day. She explained that the shelter has a siren and flashing lights which automatically signal the police and her home in cases of emergency. Mrs. Cooke asked about the standards by which the volunteers are chosen. Ms. Cobb said the volunteers are required to have between ten and forty hours of training depending on the job involved. She then explained the function of the Volunteers such as a self-help group and a child care program. Mr. Bowie said he has worked with this agency for three or four years and feels that Albemarle County pays it full share, but there is a problem with the outlying counties paying their share. He is concerned that if private funds are not obtained, federal funding ceases, with the outlying counties not paying their fair share, this service may become entirely dependent on Albemarle County funds. He concurred with the staff's recommendation that the County care for it's own people. He again stated concern about having to underwrite other counties who do not pay their fair share. Further, he desired that the County fUnding next year be only for County residents. Mr. Bowie said he supports the agency but feels that non-county residents should incur their fair share. Mrs. Cooke agreed. No action was taken to change the recommendation of the staff review committee. Agenda Item No. 2n. Central Virginia Child Development Association. Ms. Carole Lanning, Director, was present. Mr. Agnor said the requested amount is $11,600, but no funding is recommended by the staff committee. Mr. Agnor explained the program and noted that the funding requested is only for support of the Child Care Information Service. The goal of this service is to promote the quality of care given to children in day care homes, improve working parents ability to choose quality, affordable care and improve access to quality, affordable infant care. Mr. Agnor said the low ranking the staff review committee gave to this association was partially due to the minimal use of volunteers as compared to other agencies. Ms. Lanning was present and explained to the Board the services provided by the Association. She also noted that the agency will lose some of its funding next year as a result of losing the contract with the County Services Department for child care. Ms. Lanning said in the past these services were primarily for welfare individuals but have been expanded to all individuals. The agency plans to offer very few support services next year to the Social Services Department in specialized training for foster parents. As was noted in the program review comments, the agency does train and coordinate more than actually providing child care. However, Ms. Lanning said the ultimate goal is to become a licensed day care program to place children in homes. Mrs. Cooke asked if the services that Albemarle County contracted with the agency were paid for by the County.' Ms. Lanning said not by general revenue funds but through Title XX funds through the Department of Social Services. Mrs. Cooke asked if the services will include all Juvenile delinquents, those who can afford as well as those who cannot afford to pay for their own rehabilitation program. Ms. Lanning said the agency does not really serve juvenile deliquents but rather child care. The persons using this service are expected to pay for same and the only service provided by the agency is locating the child care facilities. No suggestions were offered to change the staff recommendation for zero funding. Agenda Item No. 20. Legal Aid Society. Mr. Peter McIntosh, Director, was present. Mr. Agnor said the request and the recommended amount are both $5,859 which is a 72 percent increase over the current level of funding. Mr. Agnor noted that the agency received strong support from the staff review committee due to the implementations of the goals and objectives of the program review committee. Mr. McIntosh was present and explained the program as well as the funding procedures. (Mr. Henley left the meeting at 5:02 P.M.) Mr. Bowie sa±d Albemarle County is incurring twenty-six percent of this agency's total~ budget and he agrees with that since that is the share of services the County receives. However, he is concerned that other counties do not fund at a like level. He then recommended that the County fund at the same level as the 1983-84 year, and if the other counties fund their fair share, then Albemarle County can fund the requested amount. He offered motion to fund the Legal Aid Society during FY 1984-85 at $3,400, the same as for FY 1983-84. Mrs. Cooke agreed and seconded the motion. Mr. Fisher said Mr. Lindstrom had requested that if there were any suggestion for a change in this budget category, that any action be deferred until he could be present. Mr. Fisher, personally, felt that request should be honored. Mr. Bowie and Mrs. Cooke both accepted the request of Mr. Fisher'and withdrew the motion and second. This item is to be placed on the final budget work session agenda for further consideration. Agenda Item No. 2p. 'Communi'ty Action Agency. Mr. Ken Ack.erman, Director, was present. Mr. Agnor said the request is for $17,957 and the staff committee recommended $17,125, a five percent increase over .the 1983-84 level of funding. However, due to the overall decrease in the agency's total budget (only a 1.86 percent for the 1984-85 year) and with the positive comments of the staff committee, he recommended funding the entire request. \\ Oil March 12, 1984 (Afternoon Meeting--Adjourned from March 5, 1984) Mr. Bowie said he had past affiliations with MACAA and although he has strong opinions about various items of the agency's budget, he does not consider that a conflict of interest, but will refrain from asking for further explanations during the presentation. Mr. Ackerman said due to a newspaper article stating that there may be a surplus in the County's budget in the next fiscal year, he would like to request consideration of two modest proposals for funding that were not requested in the original budget proposal. One is to support additional participation in the Summer Youth Employment Program. The reason being is that federal funding for 1984-85 for Planning District Ten is decreasing to $300,000 as compared to $420,000 in 1983. The effect of that reduction will mean that instead of being able to place over 300 teenagers in summer jobs, the number will decrease to 180. Therefore, an intensive effort to generate additional support through private businesses paying wages under the Targeted Jobs Tax Credit Program, which is part of Summer Jobs 1984 program, will be pursued with the help of the Chamber of Commerce as well as the Jaycees. Mr. Ackerman said the request is for the County to fund at least $7,500 to cover staff and support costs for four months in order that thirty to fifty additional summer jobs for youths can be provided. Mr. Ackerman also urged that the Board continue to maintain and expand the summer youth recreation activities in low income communities which is being conducted as mini-sites by the County Parks and Recreation Department. Mr. Ackerman said a second funding proposal is the Community Anti-Poverty Project fund which would require that $10,000 be set aside to match private contributions collected by low income community organizations such as Newtown Community Action and the Southside Health Center. This would stimulate volunteer community involvement, provide leverage for raising private funds and enable meeting self-defined community needs. Mr. Ackerman concluded by stating that the budget request for 1984-85 does not include any salary increases for the agency's staff but rather retains a freeze on salaries in order to operate at the same program level. There were no changes offered to the recommendation of Mr. Agnor for full funding of the request in the amount of $17,957, nor for any funding of the additional requests just made by Mr. Ackerman. Agenda Item No. 2q. WE-ACTT. Ms. Sandra Levine, Director was present. Mr. Agnor said WE-ACTT stands for Wandering Entertainers-Albemarle Charlottesville Teen Troupe and is sponsored by the Piedmont Council of the Arts. This is a group of approximately ten high school students selected annually through auditions with the youth being organized yearly in February and developed through the spring into a traveling troupe capable of entertaining people of all backgrounds, ages, social and economic status. Mr. Agnor said the group performs, free of charge, to groups at nursing homes, senior centers, day care centers, hospitals and recreational centers. The two major objectives of the program are: 1) to encourage, support and train youngsters in Central Virginia who have artistic potential and to do this in a concentrated, quality situation, and 2) to provide quality entertainment free of charge throughout Central Virginia to various groups. Last year the group performed on thirty-five occasions and entertained 1,465 persons for a total cost of $3,575. The projected budget for next year is $9,625 and the request to both Charlottesville and Albemarle County is $3,000. There are several changes in staff and program planning contemplated, with the major change being the formal adoption of the position of producer and the giving of larger stipends to the performers. The final program change is to improve transportation by using either a bus or van instead of the private vehicles used in the past because this is felt to be unsafe. The group had suggested that an in-kind contribution could be made by providing a van for the month of July to transport the group to various performances. The staff committee contacted the Education Department regarding the use of a bus or van. Although the department has no problem with the program there were concerns about the policy regarding usage of County vehicles as well as insurance requirements. Mr. Agnor concluded by stating that the staff committee did not recommend funding the program. Ms. Sandra Levine said the group was formed because schools were not doing a good job with the many talented teenagers involved. She said these talented teenagers have no place for training when school lets out in the summer and also they receive no compensation. Ms. Levine said this group affords those persons an opportunity to improve and learn as well as receive compensation for their services. She further noted that recreational sites in the County, as well as some in the City, and many nursing homes have contacted the group to give performances. Therefore, the demand is evident. Ms. Levine said without funding, this program cannot continue to be provided, and she did not feel the teenagers should be asked to donate time free of charge or that the director receive no compensation for services. Mrs. Cooke asked if the group could give benefit performances once or twice a year to help defray its expenses. Ms. Levine said that idea has been considered. With no change offered by the Board, the recommendation of the staff for zero funding remained. Mr. Fisher noted that the following items are to be reconsidered at the final budget work session: Regional Library, Madison House, United Way Child Care Scholarships, Youth Service Center, and Legal Aid Society. Mr. Bowie said since the United Way Child Care Scholarship Program is to be reconsidered, he would like to know the total overhead costs of the program, the amount' of the requested funds which would go directly to participants in the program, and the average amount of a scholarship awarded in the past. 012 March 12, 1984 (Afternoon Meeting--Adjourned from March 7, 1984) _ Agenda Item No. 3. Other Matters Not on the Agenda. Mr. Way extended compliments to the committee ~n¥olved in preparation of the "1984-85 Budget Program Review Report" and noted the excellent job. Mr. Fisher acknowledged the presence of Ms. Katherine Imhoff, member of the program review committee. Agenda Item No. 4. With no further business, the meeting was adjourned at 5:31 P.M.