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HomeMy WebLinkAbout2000-03-20 Budget Work SessionMarch 20, 2000 (Adjourned Meeting) (Page 1) An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on March 20, 2000, at 1:00 p,m,, Room 235, County Office Building, Mclntire Road, Charlottesville, Virginia, This meeting was adjourned from March 15, 2000, PRESENT: Mr, David P, Bowerman, Mr, Lindsay G, Dorrier, Jr,, Ms, Charlotte Y, Humphris, Mr, Walter F, Perkins and Ms, Sally H, Thomas, ABSENT: Mr, Charles S, Martin, OFFICERS PRESENT: County Executive, Robert W, Tucker, Jr,, Assistant County Executive, Roxanne W, White, Assistant County Executive, Thomas Foley, Budget Manager, Anne Gulati, County Attorney, Larry W, Davis, and, Clerk, Ella W, Carey, Agenda Item No, 1, The meeting was called to order at 1:05 p,m,, by the Vice-Chairman, Ms, Thomas, Agenda Item No, 2, Consent Agenda, This item was skipped at this time and will be discussed later in the meeting, Agenda Item No, 3, BUDGET WORK SESSION- FY 2000-2001 County Operating Budget, Issues from Prior Work Sessions: Mr, Tucker said the executive summary which was forwarded to the Board for this meeting has been revised again because some of the figures have changed, Adjustments to the Board's available contingency reserve, as well as additional funding initiatives to be discussed at the work session, were summarized on Attachment A (see below), As a result of miscellaneous salary adjustments, a $15,000 reduction in proposed Legal Services contingency fees in the County Attorney's budget, plus miscellaneous revenue adjustments, the Board's available contingency reserve totaled $48,533, Attachment A also lists items identified for further discussion from the Capital Improvements Program, These items include: $55,000 for CALAS' capital facility request (funded with General Fund Balance revenue), and $330,000 over ten years for the Paramount Theater Renovation project (funded with County Tourism revenues), ATTACHMENT A Board of Supervisors' FY 2000-01 Operating Budget County General Fund Beginning Board Reserves Less County Executive Adjustments Reduction in Legal Services Contingency Funds Constitutional Officers Salary Adjustments Miscellaneous Salary Adjustments Subtotal Plus Resource Changes Transfer Adjustment- School Technical Suppor~ Revenue Adjustments (ABC Profits and Rolling Stock) Reduction in Budgeted 599 Funds (based on General Assembly) Subtotal 15,000 275 (9,450) 5,825 (18,940) 41,988 (72,214) (50,166) 92,874 Net Ending Reserves 48,533 Board of 8upervisor's Funding Initiatives for Discussion Administration Expanded Employee Relations Coordinator to Full-time @ 21% Election Official Pay Increase- Registrar Judicial Local Stipend Increase for 5 staff members- Commonwealth's Attorney Additional Operating Expenses- Sheriff ($725 Revenue Offset) Public Safety 0.5 FTE Evidence Properly Clerk Expansion (Jan Hire)- Police Depar[ment 1,0 FTE Civilian Patrol Suppor[ Assistant- Police Depar[ment 2.0 FTE Traffic Officers- Police Depar[ment ($70,000 Revenue Offset) Additional funds for Training and Continuing Education- Fire/Rescue Reimbursement/Resale of Training Materials- Fire/Rescue ($2,900 Revenue Offset) 1.0 FTE Volunteer Coordinator- Fire/Rescue Engineering & Public Works 1,0 FTE Engineering Inspector III for CIP- Engineering 0,5 FTE Expansion of Half-time Custodian to Full-time- Public Works Human Development GAIT Nursing Clinic- JABA Funded Cost * Amount 6,940 5,200 8,490 26,944 8,696 30,442 73,954 12,500 3,100 56,956 66,105 14,849 5,190 March 20, 2000 (Adjourned Meeting) (Page 2) Parks and Recreation Nor~hside Library Sunday Hours Additional Staff Hours at Scottsville and Crozet Library Branches Community Development Local Funding for 1,0 FTE TJPDC Criminal Justice Planner CTS Extended Bus Service to WaI-Mar~ on Route 29 North CTS Increased Service on Route 5 CSA Fund Full Funding 28,500 11,500 13,848 47,930 36,515 200,000 Additional Initiatives Funded $67,469 Remaining Board Reserve Fund 48,533 * Net cost to County after offsetting revenues General Fund Items for Further Discussion Funding for Virginia Discovery Museum through Tourism Funds Police Crime Analyst (Funded) TJPDC Criminal Justice Planner (Not Funded) 10,060 38,436 13,848 School Division School Board Reserves 60,000 Funded School Board Funding Initiatives For Further Discussion Cost Amount Additional Funding Request 1,918,758 Remaining School Board Reserve Fund 60,000 Capital Improvements Program Items for Further Discussion CALA$ Capital Facility Request (Funded with General Fund Balance) Paramount Theater Renovation & Restoration (Funded with Tourism) Annual Funding Pr~ect Cost Year(s) Total 55,000 FY01 55,000 33,000 FY01-10 330,000 Mr, Tucker said $145,000 can be added to the Board's Reserve shown at the top of Attachment A, A savings in medical expenses have been realized through negotiations with the County's HMO, That amounts to $145,000 for General Government and $463,000 for the Schools, Mr, Tucker said that all of the unfunded initiatives the Board members had proposed for funding during the work sessions are on the funded list, That list totals $657,459, Any capital costs related to those items could be deleted and paid with one-time moneys, Implementation of some programs could be delayed until January to cut costs by one-half, Mr, Tucker said Attachment A also shows that the Virginia Discovery Museum has been funded from Tourism Funds, the Police Crime Analysis position is funded, and the Criminal Justice Planner position for the Planning District Commission is listed for further discussion, The School Board Reserve is $50,000, Their additional funding requests total $1,9+ million, CALAS's one-time expense of $55,000 is proposed to come from the General Fund Balance, If the Board decides to fund the Paramount Theatre renovation at the reduced amount of $33,000 per year for ten years, it would also be funded with Tourism Funds, Mr, Tucker said he had previously mentioned the possibility of there being a savings with the Virginia Retirement System (VRS), VRS has now agreed to reduce the rate for one year, That savings would be approximately $700,000 in one-time costs, The School Board does not plan on using this money for any recurring expenses, There are costs for school buses, textbooks, and other one-time capital costs where these funds could be used, Mr, Tucker said staff has also furnished the Board with information on what a one-half cent increase in the real property tax rate would generate in revenues, along with a listing of a 40/60 percent breakdown between General Government and the Schools, That was done on increments up to five cents, Ms, Thomas asked if any Board member had a general question before discussing the unfunded priority list, Mr, Bowerman asked what part of the unfunded $1,9 million for Schools is for capital costs, Mr, Frank Morgan said there is $200,000 for the Textbook Fund and $273,000 for bus replacements, The School Board has discussed the VRS amount and indicated that it might be used to help fund bus replacement costs, Ms, Thomas said several people had been asked to attend this meeting and speak about specific items, So they do not have to sit through the entire discussion, she will ask that they be allowed to speak March 20, 2000 (Adjourned Meeting) (Page 3) first, Ms, Nancy O'Brien was present concerning the Criminal Justice Planner for the Planning District Commission, Ms, Thomas said the Board had received written material from Ms, O'Brien since the last discussion of this matter, Ms, O'Brien said she also sent an E-mail to each Board member, She said the criminal justice planning group has always been at the Planning District Office, but has not been in the budget until this year, It was a grant-funded position awarded to Albemarle as the lead agency, That grant is no longer available, She is seeking funding in an amount of $13,000+ to continue the criminal justice program, PDC staff has gone to the other localities with this same request, She does not think this position would duplicate what the Police Department is planning to do, The criminal justice planner would pick up the person when they enter the system and stay with them through the entire process, She then introduced Mr, Dave Pastors, Albemarle County's appointee to the Criminal Justice Board, Mr, Pastors said H,B, 202, new legislation, added additional responsibilities to the Criminal Justice Services Board beginning July 1, It will now have the responsibility of reviewing all criminal justice grant requests, Many of the appointees to that board are mandated by law, It would be difficult for them to monitor resources without a criminal justice planner to review requests for grants, Ms, O'Brien said that locally they have been asked to continue working with the drug court, the General District Court and other parts of the system, There are issues that need to be addressed, They have been collecting data for three years and they are now ready to do full-scale planning, Also present today is Mr, Tom Von Hemert who just last month took the position of criminal justice planner, Mr, Dorrier asked if the other planning districts are hiring analysts, Ms, O'Brien said it is being handled in different ways in the various districts, There are about nine criminal justice planners working at this time, Mr, Dorrier asked if the other planning districts would have a better chance of getting a grant if they had a planner, Ms, O'Brien said she feels they would, Mr, Dorrier asked if this planner could help write grants for the Albemarle County area, Ms, O'Brien said "yes," The Planning District has a pretty good track record in obtaining grants, but it does not receive all grants for which it applies, Ms, Humphris said even after she read the analysis of a Police Department Crime Analyst and a TJPDC Criminal Justice Planner, she still did not have any idea whether one or both positions were needed, She needs a clarification since she finds the duties for the criminal justice planner very vague, To her it sounds like someone sitting in an office producing a lot of statistics, Mr, Pastors said the focus of the Criminal Justice Planner is broad, This person would hope to unify Charlottesville/Albemarle and the surrounding area, There are a lot of common interests among sheriffs, commonwealth attorneys, police chiefs, magistrates, attorneys, everybody in the criminal justice system, Up until this date, everybody had been doing their own thing, The idea of a criminal justice planner is to develop new community programs to divert individuals from the local jails, thus creating a savings, Locally there is a plan underway to look at the individuals who have been before the General District Court more than once, These people will be targeted for treatment and therapy instead of having them involved in Iow level crimes, with the possibility of going on to felony offenses, Mr, Bowerman asked if these operations have been locally funded in the past, or State/Federal funded, Mr, Pastors said it is usually a combination of local and other funding, He does not want to focus just on this issue, The criminal justice planner helps the overall system work better, Also, the Criminal Justice Board is mandated to have representatives from every locality in the planning district, and it is a good group of people, but it doesn't get much done if there is no planner to push them forward, Ms, Humphris said the key to her is that the Criminal Justice Board cannot function meaningfully without a planner, That is the same as any other committee appointed by the Board, Ms, Thomas said she also wonders whether two positions are needed, It appears to her that the position in the Police Department will provide a more extensive crime analyst, thus doing away with a less expensive sharing of a criminal justice planner, She asked if there is any indication that the Governor will sign H,B, 202, Mr, Pastors said it was passed almost unanimously by both the House and the Senate, He said that bill also contained changes to make representation on the criminal justice boards more flexible, Ms, Thomas said to her that makes a difference, If all requests for criminal justice grants are now to be passed before this Criminal Justice Board and it has no staff, she would be concerned about Albemarle's chances of receiving a grant, Mr, Dorrier asked if Ms, O'Brien could estimate the monetary value of any grants that might come to this region for the $54,000 requested, Ms, O'Brien said the absence of community justice planning leaves the community with no idea of the issues in the criminal justice system, how those issues affect the budget or how they effect your ability to live in your community, There is no sense of how the court system actually works, and there are issues that could be addressed to make the system work better, Mr, Bowerman said he thinks the request should be included as a separate and distinct item from the request of the Police Department for a crime analyst, He thinks it weaves together the type of approach that is not only reactive, but that is proactive in terms of trying to lower the jail population, Ms, Thomas asked how the Board members wanted to proceed as it discusses the list today, Do they want to take "straw" votes or real votes? Mr, Dorrier said the money for the criminal justice planner will be a recurring expense, Mr, Tucker said it is shown as being funded in the amount of $13,848, but the March 20, 2000 (Adjourned Meeting) (Page 4) Board had said to put it on the list entitled "General Fund Items for Further Discussion," Mr, Perkins asked how Albemarle's proposed cost of $13,848 was determined, Ms, O'Brien said it was based on population (just Charlottesville, and Albemarle and Nelson counties), Ms, Thomas said the next item which needs to be discussed is the request from the Paramount Theater, She asked if any Board member had a question, Mr, Bowerman said, even though the Theater is in the City, he believes it has a direct benefit to all citizens, This money would be paid from the Lodging Tax and to the extent that people can be retained longer in the community, it is a self-fulfilling repayment, Ms, Thomas said Mr, Bowerman evidently thinks $33,000 a year over a ten-year period is a reasonable amount, The funds would come through the Tourism Fund, Mr, Bowerman said the Board needs to be aware that approval of this request might set a precedent, People in Scottsville are attempting to restore a theater in that community, He thinks the City should also be part of that project in the overall plan of tourism, and the social aspects of such an item, Mr, Perkins asked if the City has tourism funds which they must spend a certain way, Mr, Davis said the City does not have the same statutory limitations; tourism moneys are just general fund moneys for them, Ms, Humphris said when the Board discussed this request before, it sounded reasonable, When she took a tour of the facility, it was obvious to her that the major benefit from the theater will belong to the City, but there will be spillover and benefits to the County in other ways, She believes the amount proposed by the County is quite generous, Mr, Dorrier said he agrees with what has been said, He would like for the County to have some say in the use of the facility from the standpoint of making sure that groups from Albemarle have access to the facility, Mr, Shelton Andersen said the project is $6,6 million, and they are asking both the City and the County to become participants in a project which they feel will serve both well, It addresses issues of economic development in the City, but it crosses over into areas of education, Their plans call for educational programming to be hooked directly into the school systems, The tourism population will be well-served by the Paramount, The plan is to have programming going on as often as possible, He said that even though the amount of money requested is a large number, it is but a small portion of the total cost of the project which is at a critical stage at this time, Money from both the City and the County will help them to obtain private funds, Ms, Thomas asked if the Board wants to discuss whether to move the Virginia Discovery Museum request into the Tourism Fund, Ms, Thomas said if there is no discussion, she will suggest that the request go forward, Ms, Thomas said another item to discuss is the CALAS Capital Facility request, Mr, Alex Gulotta from CALAS was present to answer questions, Mr, Bowerman said since CALAS will be borrowing funds, could the request be handled over a period of years? Mr, Gulotta said CALAS will be borrowing part of the money, They would like to get as many funds up-front as possible in order to minimize the amount of money to be borrowed, They need to lower their occupancy costs which this year have been about $32,000, but next year are expected to be nearly $82,000, Their offices need to be in reasonable proximity to the courts, They hope the City and the County can help them over the next two years because that is when the money is most important, CALAS just signed a two-year lease, but at the end of that time they will have to move to another space, Mr, Bowerman said this would be a contribution to a non-profit organization, He assumes that in this case it would be an organization that could go out of business, Mr, Gulotta said MACAA and JABA and some of the other not-for-profits have obtained one-time capital grants rather than loans, so the situation would be the same, In some ways, it is better because they are controlled by a board appointed by the Charlottesville/Albemarle Bar Association which has a substantial role in setting up their governing body, If they should go out of business, their assets, pursuant to the Section 501(c)(3) law would go to another not- for-profit organization, He said that CALAS has raised $70,000 thus far, They have not really gone to the public for contributions yet, Ms, Thomas asked if the request could be funded over a two-year period, Mr, Bowerman suggested putting half of the funds in the FY 2001 budget and the other half in FY 2002, Mr, Dorrier said that makes sense to him, Mr, Tucker reminded the Board members that these funds would have to come from the General Fund Balance, so it does not have to be on the unfunded priority list, Mr, Bowerman asked how much had been taken from the Fund Balance during the current fiscal year, Mr, Tucker said there is still $435,509 in the Fund Balance which has not been allocated, March 20, 2000 (Adjourned Meeting) (Page 5) Mr, Gulotta asked if he could mention the Board's proposal at City Council's public hearing tonight without binding the Board to the expenditure at this point, Mr, Tucker said there seems to be a consensus of the Board to fund one-half of the request next year out of the County's Fund Balance, Ms, Humphris said she wants to be sure the County's expenditure is contingent on the City also funding the request, Mr, Gulotta said CALAS has asked the City for $110,000 and told them it could be paid over two years, Ms, Thomas suggested beginning the discussion with Administration, and the items entitled "Expanded Employee Relations Coordinator" and "Election Official Pay Increase," She said the Board received a very good description of the election issue, but nothing on the employee relations coordinator, Ms, Humphris said she is in favor of leaving in the $5200 for the election officials, She has no opinion on the other issue, Ms, Roxanne White said she believes the Human Resources Department will be able to reorganize and fund that position full-time, so this item can be dropped from the list, Ms, Humphris felt it should be deleted, Mr, Bowerman and Mr, Dorrier agreed, Ms, Thomas said the next item is Judicial; local stipend for five staff members in the Commonwealth Attorney's Office and additional operating expenses for the Sheriff, Mr, Bowerman agreed to both of these requests, Mr, Tucker said the Sheriff's request for operating costs could be reduced by $5100 which are one- time furniture costs, Ms, Thomas asked if this request was contingent on the Sheriff receiving approval from the Compensation Board, Ms, Gulati said there were two separate requests from the Sheriff, One request was for operating costs and the other request was for additional deputies, Ms, Thomas asked for an explanation of the $26,900, Ms, Gulati said it is for various operating expenses within the Sheriff's department where he feels the budget is deficient, The other request is for training deputies, and nothing will be heard from the Compensation Board until at least Friday, Ms, Humphris said if $5100 can be taken out for capital items that leaves the request at $21,844, Ms, Thomas asked if the request comes about because there is a new sheriff and he is doing things in a different way, Mr, Dorrier said the Sheriff is short of staff, He also has quite an ambitious plan for the department, Ms, Humphris said she is not sure the County's taxpayers are willing to fund his entire plan, Some of the things the Sheriff has requested seem to be incidental things, Mr, Bowerman said the Sheriff listed a lot of things which are necessary for the efficient operation of the Sheriff's Department, In looking through his budget request, he believes the operational costs requested are legitimate, Ms, Thomas said the $21,844 will stay on the list, There were no objections expressed, Ms, Thomas next mentioned the requests under the category of Safety, Mr, Bowerman said he would like to talk about the request for a full-time volunteer coordinator, Looking at the budget, one sees the cost for the eight paid firefighters, If a volunteer coordinator were able to recruit, retain and effectively train volunteers, it would be a good investment because part of the concept is continuing the volunteer system supplemented with paid staff, Mr, Perkins said he thought that someone already had those duties, but maybe there needs to be someone with just those duties, Mr, Bowerman said no one at the current time has that written into their job description, There is no one who has the training to effectively keep people coming into the volunteer system and to resolve issues which come up from time to time, Ms, Thomas asked if all the fire/rescue staff is fully utilized so that one of those people could not take on these duties, Mr, Bowerman said he thinks the assignments currently placed on staff are "outside of the box" with this job description, He feels strongly that this needs to be a specific individual who has talents in this area, Ms, Thomas said the Board did not discuss the request from the Commonwealth's Attorney, Mr, Dorrier said he understood the request to be a shift of funds from non-salary to salary, Mr, Tucker said that is basically correct, Mr, Camblos has revenue in his budget which can be used for this purpose, but the shift has to be approved by this Board, Mr, Dorrier said he believes this should be approved, (Note: Mr, Bowerman left the room at 2:15 p,m,) Ms, Thomas suggested the Board return to a discussion of Safety, Mr, Tucker noted that on the request for two traffic officers there is a significant amount of capital involved, so that request could be reduced from $73,954 to $16,284, The remainder of the cost is from a grant, Mr, Tucker said that for the Volunteer Coordinator, the $56,956 can be reduced to $53,206, (Note: Mr, Bowerman returned to the meeting at 2:18 p,m,) Ms, Thomas said the Evidence Clerk was identified as a need, Mr, Dorrier said that position really needed, Chief Miller said they had two part-time people in this position, and one of them has now left the County, leaving only a half-time person, Ms, Humphris said the Board has been talking about this for a March 20, 2000 (Adjourned Meeting) (Page 6) long time, and she believes it is time to add the position, Ms, Thomas asked about the position for a Civilian Patrol Support Assistant, She said Mr, Martin was very interested in this position, but she does not remember why, Chief Miller said it is a non-sworn position for a person in the office who takes reports, etc, on the daylight shift, helping to relieve officers of this duty, Mr, Tucker said this person could be hired in January, thus cutting costs in this budget, Ms, Humphris said she would prefer that it be funded beginning in July, All Board members agreed, Ms, Thomas asked about the 2,0 Traffic Officers, She asked when the grant mentioned for this program will expire, Mr, Tucker said it is a COPS three-year grant, Mr, Bowerman said drawing down this money helps even though at some time the County will have to pick up the entire cost, Mr, Tucker said the COPS grants have helped the County to increase its ratio of policemen to the total population, Ms, Humphris asked the ratio at this time, Chief Miller said the ratio is at 1,25/1000 and the goal is 1,5/1000 per capita, Ms, Thomas mentioned the $3100 for reimbursement/resale of training materials for the Fire/Rescue Division, All Board members agreed to leave this item in, She then mentioned the additional funds for training and continuing education for the Fire/Rescue Division at $12,500, Mr, Bowerman said he did not know enough about this one to comment, Mr, Dorrier felt that the cost of training is a small amount to pay for all of the volunteer activities, Ms, Humphris agreed, Mr, Bowerman agreed, but said he could not articulate a direct rational, Mr, Foley said it is for an advanced level of firefighter training, Some of the advanced training would cover hazardous materials spills, leaks and accidents, and commercial building fires, Ms, Thomas moved to the next category of Engineering & Public Works, The first item is a full-time engineering inspector for capital improvement projects, Mr, Tucker said that amount of $66,105 can be reduced to $51,135 by taking out capital items, Ms, Thomas asked if this position could be started in January, Mr, Foley said that would not create a problem, Ms, Gulati said the revised figure would be $25,568, It was so agreed, Ms, Thomas then mentioned the request to expand a half-time custodial position to full-time, It was agreed that this request should remain on the list, The next category was Human Development, and the GAIT Nursing Clinic for JABA, Ms, Humphris said that in years past the Board had discussed the resources available for County Government to spend and there is no way the County is able to deal with providing health care beyond what it does for the Health Department and the small contribution to the Free Clinic, She asked if the Board members had discussed that aspect, The GAIT Program is probably excellent and much needed, but she is not sure the County taxpayers should be funding such a program instead of the money coming from the State, which should fund the program, Mr, Dorrier said he knows the program is very popular in the Scottsville and Esmont Centers, Ms, Thomas said the County had budgeted $76,000 for the Health Department which is getting a four percent State increase next year, She said the Board has put real estate tax dollars into health, but the Board had discussed that when funding the Free Clinic, She asked if there is anyway to put this program into the Health Department since the County funds the senior centers in those areas, Ms, White said the Health Department would say they do not have the staff to do the program for that amount of money, JABA is only asking for help in funding that position, JABA already provides the service using a grant from the Health Care Foundation, but those grant funds have expired, Ms, Thomas said if $5000 is only a portion of the cost, who is paying the other costs? Ms, White said there are other JABA funds which are now going toward funding that position, Mr, Dorrier asked how many people would be served by that $5190, Ms, White said she did not know, Part of the program is to get the people they work with to the centers where they can receive some medical testing for diabetes and cardiovascular-vascular problems, It is a very good program, People who are not able to come to the center receive a home visit, Ms, Thomas said that on page 29 of the Program Review Committee Report, it is suggested that it might be more appropriately the purview of other health care providers, Mr, Bowerman said he did not want to go backward, If this program is providing a needed service that was funded with a grant, and it was getting out to a population that otherwise would not be served, and getting them either the social or medical attention that they need, this seems like a small price to pay to continue the program, Ms, Humphris said she understands how good the program is, but believes that next year the request will be much larger, and suddenly the County will be in the health business, She just needs to know where approval of this request will lead the Board, Ms, White said there were no questions from the budget review team about the benefit of the program, Questions concerned the possible expansion of the program into other sections of the County in future years, Mr, Bowerman said he believes that if the services cannot be provided by the Health Department, that would be something the Board would have to deal with, He would hate to drop the program, Mr, Tucker said it could be approved as a pilot program for only one year, March 20, 2000 (Adjourned Meeting) (Page 7) Ms, Thomas said there are two Library issues under the category of Parks and Recreation, There is the proposal to fund Sunday hours at the Northside Library, and additional staff hours at the Scottsville and Crozet Branch Libraries, The argument in favor of Sunday hours was the fact that people in Earlysville have been asking for more library services, It was thought that this could be accomplished best at the Northside Branch, Ms, Humphris was in favor of the Sunday hours at Northside, Ms, Thomas asked Mr, Dorrier to comment on the request for additional hours at the Scottsville branch, Mr, Dorrier said the Library has become the hub of the community, and it is basically under-staffed, Mr, Perkins said he has no additional information about the request for the Crozet branch, He has read that due to the increase in circulation, additional stafftime is needed, The Board members agreed that these two requests should stay on the list, The next category mentioned was Community Development, Ms, Thomas said she supports the request for a full-time TJPDC Criminal Justice Planner, The other Board members agreed, Ms, Thomas said there is a request for extended bus service to Wal-Mart and also on Route 5, She said the Board has received additional information which shows that the number of riders on the Wal-Mart line is expected to increase greatly, Mr, Bowerman said he did not like the non-response from CTS about the bus service to Whitewood Road and the Colonnades, Staff noted that CTS is looking into this matter, but did not have any information available in time for this meeting today, Ms, Thomas said Ms, Helen Poore told her that ridership on the bus route to the Colonnades has not increased, but the apartment complex across the street is experiencing a great increase in ridership, She intends to have the bus drivers actually keep track of where everyone gets on and offthe bus to make this determination, Ms, Humphris said that is odd, A major discussion took place on whether to change the route, and the Board specifically said it needed follow-up information to decide if a change is justified, Ms, Thomas said she was more favorably impressed with the request for the Wal-Mart service than she was with service on Route 5, She favors the service to Wal-Mart, Mr, Dorrier asked if this is just a start in public transportation for Albemarle County, Ms, Tucker said the County has had Route 5 for a while, and also pays for service along Route 29 North, This would be an extension of that service out as far as Wal-Mart, The County also pays for bus service to Pantops Shopping Center, The County has been providing urban CTS service for many years, Ms, Humphris said the cost of extending bus service to Wal-Mart would cost $47,930 for an estimated 25,000 passenger trips the first year, The extended service on Route 5 would cost $36,515 for 15,000 additional passenger trips the first year, If she has to pick one of these routes, it would be the one to Wal-Mart, Ms, Thomas said it works out to be $1,92 a trip for passengers to Wal-Mart and $2,43 a trip for passengers on Route 5, She agrees that Wal-Mart seems like the better service to choose, Ms, Humphris asked if the bus service to Wal-Mart should be approved on a trial basis, with some expectation that it will meet the expected ridership, Mr, Bowerman said it is only one stop, so they should be able to count the people getting on and off the bus, Ms, Thomas suggested staff remove the $36,515 for Route 5 from the list, No Board member objected, Ms, Thomas mentioned the last item under General Government and that was the CSA Funding in the amount of $200,000, She said she understands the County will have to pay the $200,000 before the end of the fiscal year, The question was whether to put it directly in the budget, or take it from the Fund Balance, Mr, Tucker said staff has suggesting taking funds from the Fund Balance if an expenditure is under projected, It continues to do so, Mr, Tucker suggested that while staff is working out a final Reserve Fund figure for the Board to consider, that the Board take up the Consent Agenda, Agenda Item No, 2, Consent Agenda, Ms, Humphris said the percentages based on population shown in the WIA report indicate that Albemarle County should have seven representatives and Charlottesville three, yet Albemarle has been reduced to six and Charlottesville increased to four, She wants to be sure all the Board members see that Albemarle County should have seven members, Mr, Tucker told her it was done because there are more businesses located in the City, However, membership was to be based on population, and population was used for all localities other than Albemarle, Ms, Humphris said she does not understand the logic behind the change, Also, on Page 5 under Businesses, it should show 50 percent instead of 25 percent, Ms, Humphris said with the amendment on Page 5, and with the note on Page 2, she would move approval of the Consent Agenda, Mr, Bowerman gave second to the motion, March 20, 2000 (Adjourned Meeting) (Page 8) Roll was called and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas, Mr, Bowerman and Mr, Dorrier, NAYS: None, ABSENT: Mr, Martin, Item 2,1, Workforce Investment Act (WIA)Interlocal Agreement, It was noted in the staff's report that the Workforce Investment Act (WIA) which goes into effect on July 1, 2000, requires participating localities to appoint a Workforce Investment Board composed of Required One-Stop Partners and Business Representatives, Albemarle County, as one often counties in Planning Districts 9 and 10 which comprises the Consortium, will be represented by a proposed slate of One-Stop Providers, as well as six business representatives who must be approved by the Board, The process and procedures to form and implement the local Consortium and the local Workforce Investment Board are outlined in an Interlocal Agreement that must be approved by all the participating localities, A draft of the Interlocal Agreement to implement the Workforce Investment Act has been forwarded to the Board members for their review, The major points of the Agreement are: A consortium of Chief Elected Officials (CLEOs) who will implement and provide general oversight to WIA, One of the first responsibilities of the Consortium is to appoint the WIA Board who will carry out the activities of the WIA; The Consortium will contract with The Thomas Jefferson Planning District to administer the Federal WIA funds; The City of Charlottesville will be the fiscal agent for the WIA funds; The CLEO's will select and appoint their own business and industry representatives based on the percentage of population, Albemarle will have six appointments to make from a list of applicants; and The CLEO's will also appoint representatives of the One-Stop Partners, who represent categories set out in the Federal Act, e,g,, the Virginia Employment Commission (VEC), a community-based organization, Vocational Rehab, education, an economic development organization, a housing authority, etc, These positions will be nominated to represent both Planning Districts as best as possible, The Consortium of CLEOs will set up its own internal organization and nominate representatives whose responsibility will be to communicate the activities of the Consortium back to their respective governing bodies, Mr, Charles Martin and Ms, Virginia Daugherty have been selected to represent Planning District 10 in the Consortium, The appointed Workforce Investment Board is charged with designating the One-Stop operator or system in cooperation with the CLEO's, The Workforce Investment Board will also appoint a Youth Council, Staff recommends approval of the Interlocal Agreement which authorizes the establishment of a Consortium and Workforce Investment Board, By the recorded vote set out =bove, the Bo=rd =pproved of the Interloc=l Agreement which =uthorizes the estsblishment of = Consortium =nd Workforce Investment Bo=rd noting th=t on P=ge 5 under Businesses, it should show 50 percent inste=d of 25 percent, =nd on P=ge 2 membership should be b=sed on popul=tion, which would give Albem=rle seven members. (Note: The =greement is set out I=ter in the meeting.) Item 2,2, Appropriation: Capital Funds for CAD System, $1,930,255 (Form #99063) and Authorize County Executive to Execute Agreement, It was noted in the staff's report that the Computer Aided Dispatch (CAD) system is a multi-agency, multi-jurisdictional computer system for the City of Charlottesville, Albemarle County and University of Virginia's Emergency Communications Center (ECC), This system will support the City of Charlottesville Police and Fire Departments; Albemarle County Police and fire departments; volunteer emergency medical services; and, University of Virginia Police Department, CAD is a system of computer hardware, local area networks, and computer software that will be used by ECC call takers and dispatchers to receive and dispatch emergency (911) and non-emergency calls for service, The CAD system will help the ECC improve responsiveness to the public's calls for emergency help; enhance emergency responders' on-call safety; manage the increasing 911 call volume; interface with other public safety computer systems; and, enable the use of other public safety computer-based technologies, March 20, 2000 (Adjourned Meeting) (Page 9) A 911 call to the ECC is currently handled by the dispatcher through a manual process, CAD will replace the manual dispatch procedures with computer-based records that link directly to the computer-based regional police records system and fire departments' computer systems, In addition, CAD will provide dispatchers with a visual display of the location of the call, as well as the location of dispatched units, An interjurisdictional team composed of technical and public safety representatives from the City, the County and the University began designing and identifying the specifications for a CAD system over two years ago, A Request for Proposal (RFP) was issued approximately one year ago, The County serves as the fiscal agent for this project and the County's Purchasing Division supervised the procurement process, The County Attorney's office reviewed and finalized the contracts, The total cost of the CAD system is $1,894,255 which will be allocated among the three jurisdictions according to the funding formula for non-medical dispatching costs at the ECC, This formula is calculated annually based on the calls for service, population, and number of Part I crimes for each jurisdiction, Since the County will act as fiscal agent for the project, an appropriation in the amount of $1,930,255 (which reflects the City, County and University shares of the CAD System cost [$1,894,255] as well as the additional funds needed to purchase the fire/rescue records management system [$36,000]), is requested, The County's share of the CAD System project ($820,023)will be funded through the Capital Improvements Program using E911 Fund Balance revenues in the following amounts: $715,100 (FY '00) and $104,923 (FY '01), Funding for the Fire/Rescue Management software will come from current CIP Fund Balance revenues, Staff recommends that Appropriation Form #99063 be approved in the amount of $1,930,255, and that execution of the Three-Party Interjurisdictional Agreement (Printrak International Inc, Agreement) be authorized, By the recorded vote set out =bove, the following Resolution of Appropri=tion w=s =dopted, =nd the County Executive w=s =uthorized to execute the Three. P=rty Interjurisdiction=l Agreement (Printr=k Intern=tion=l Inc. Agreement): APPROPRIATION REQUEST FISCAL YEAR: 1999-00 NUMBER: 99063 FUND: CIP/ECC/E911 PURPOSE OF APPROPRIATION: FUNDING FOR JOINT CITY, COUNTY, UVA COMPUTER-AIDED DISPATCH SYSTEM AND FIRE RESCUE RECORDS MANAGEMENT SYSTEM, EXPENDITURE CODE DESCRIPTION 1 4105 31061 800306 COMPUTER AIDED DISPATCH (C,A,D,) 1 9010 32010 950110 FIRE/RESCUE-RECORDS MANAGEMENT SYS 1 9010 12200 800700 INFO SERVICES-A,D,P, EQUIPMENT TOTAL AMOUNT $1,894,255,00 55,000,00 -19,000,00 $1,930,255,00 REVENUE CODE DESCRIPTION 2 4105 16000 160503 COUNTY OF ALBEMARLE 2 4105 16000 160502 CITY OF CHARLO'FI'ESVILLE 2 4105 16000 160512 UNIVERSITY OF VIRGINIA 2 9010 51000 510100 CIP FUND BALANCE TOTAL AMOUNT $820,023,00 907,727,00 166,505,00 36,000,00 $1,930,255,00 TRANSFERS 1 9010 31000 800306 CIP-C,A,D 2 9010 51000 512023 CIP-TRANSFER FROM E911 14101 93010 930010 E911-TRANSFERTOCIP 2 4101 51000 510100 E911 FUND BALANCE $715,100,00 715,100,00 715,100,00 715,100,00 AGREEMENT THIS AGREEMENT is entered into in triplicate this 22nd day of March, 2000, by and between the County of Albemarle, Virginia, a political subdivision of the Common- wealth of Virginia (hereinafter, the "County"), the City of Charlottesville, Virginia, a Virginia municipal corporation (hereinafter, the "City"), and the Rector and Visitors of the University of Virginia (hereinafter, the "University"), also referred to herein as the "party" or "parties," WlTNE88 WHEREAS, the County is the fiscal agent for the Charlottesville/University of Virginia/Albemarle County Emergency Communications Center (hereinafter, the March 20, 2000 (Adjourned Meeting) (Page 10) "Communications Center"), created pursuant to a joint services agreement dated January 20, 1984; WHEREAS, as fiscal agent, the County will be entering into license and maintenance agreements related to computer hardware and software with Printrak International, Inc, (hereinafter, the "Printrak agreements")on behalf of the County, the City and the University in order to establish a computer-aided dispatch (hereinafter, "CAD") system; WHEREAS, it is estimated that the one-time costs associated with the CAD system (consisting of the Printrak agreements and other related costs) will be one million eight hundred ninety four thousand two hundred fifty-five dollars ($1,894,255); and WHEREAS, it is desirable that each party to this agreement expressly authorize the County to enter into the Printrak agreements as the fiscal agent for the Communications Center and to administer those agreements, and assure that funding for the CAD system will be available, NOW, THEREFORE, in consideration of the mutual premises and covenants contained herein, the County, the City and the University hereby agree as follows: 1, The County is authorized to enter into the Printrak agreements as the fiscal agent for the Communications Center, and to administer the Printrak agreements, 2, Each party's respective pro rata share of the parties' one-time costs for the CAD system is as follows: the County: 43,29%; the City: 47,92%; the University: 8,79%, 3, On or before March 31, 2000, the County shall appropriate the sum of eight hundred twenty thousand and twenty-three dollars ($820,023); the City shall deposit the sum of nine hundred seven thousand seven hundred twenty-seven dollars ($907,727) with the County; and the University shall deposit the sum of one hundred sixty-six thousand five hundred five dollars ($166,505)with the County, These sums are based on each party's respective pro rata share identified in section 2, but is exclusive of the annual costs associated with the Printrak maintenance agreement, calculated on March 7, 2000, and the total cost may be subject to future changes requiring additional appropriations and deposits by the parties, based on the same percentages identified in section 2, 4, The maintenance and upgrades of the system obtained under the Printrak agreements, and all other CAD system operating expenses, shall be included in the Communication Center's annual operating budget and shall be funded on the same basis as other operating expenses of the Center, 5, Each person signing this agreement acknowledges that he is authorized to sign this agreement on behalf the entity he represents, COUNTY OF ALBEMARLE (Si,qned) Robert W, Tucker, Jr, County Executive CITY OF CHARLO'I-I'ESVILLE (Si,qned) Gan/O'Connell City Manager RECTOR AND VISITORS OF THE UNIVERSITY OF VIRGINIA (Si,qned) Leonard W, Sandrid,qe Vice President and Chief Financial Officer (Note: At 2:50 p.m., the Bo=rd recessed =nd reconvened =t 3:06 p.m.) Agenda Item No, 2, Ms, Thomas said that during the break, it was discussed that the WIA Agreement/Report might contain what can be referred to as a clerical error, Perhaps the Board would want to reconsider its unanimous approval of the Consent Agenda, Mr, Bowerman offered motion to reconsider the action taken on the Consent Agenda, Mr, Davis said the Board can just reconsider the vote on the WIA Agreement, Mr, Bowerman offered that motion, The motion was seconded by Ms, Humphris, Roll was called, and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas, Mr, Bowerman and Mr, Dorrier, NAYS: None, ABSENT: Mr, Martin, March 20, 2000 (Adjourned Meeting) (Page 11) Ms, Thomas asked for either discussion of, or a motion on, this item, Ms, Humphris said because the formula used to determine the number of appointees to the Council is according to population, and because that was not followed for the City of Charlottesville and the County of Albemarle, she would offer motion that the Board request that the number of representatives from the business sector be changed to what it should be which is seven for Albemarle County and three for the City of Charlottesville, Mr, Davis suggested that the Board approve the agreement with that change, Ms, Humphris said her motion is to approve the WIA Agreement with the change stated above because it is incorrect as shown in the document, The motion was seconded by Mr, Bowerman, Roll was called, and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas, Mr, Bowerman and Mr, Dorrier, NAYS: None, ABSENT: Mr, Martin, (The 3greement is set out below:) INTERLOCAL AGREEMENT to implement the WORKFORCE INVESTMENT ACT The purpose of this agreement is to create a Consortium of Chief Local Elected Officials (OLEOs) to set forth the process, procedures, and responsibilities for implementing the Workforce Investment Act (WIA)in the City of Charlottesville and the Counties of Albemarle, Culpeper, Fauquier, Fluvanna, Greene, Louisa, Madison, Nelson, Orange, and Rappahannock, The WIA requires Chief Local Elected Officials (OLEOs) to take certain responsibilities and actions which are enumerated in this document and to form a working relationship with the Workforce Investment Board, Area covered: The localities named above have been grouped together and approved as a WIA area by the Governor of Virginia, Consortium of OLEOs formed: By this agreement, the Chief Local Elected Officials form a consortium for the purpose of implementing the tasks and performing the continuous oversight responsibilities set forth in the WIA, Administration: The local governments have named the Thomas Jefferson Planning District Commission (TJPDC) as the administrator, working with the Rappahannock Rapidan Regional Commission (RRRC), Grant recipient: The City of Charlottesville will be the grant recipient, Fiscal Agent: The Thomas Jefferson Planning District will be the Fiscal Agent for WIB funds, The TJPDC will make monthly financial reports to the Consortium, in writing, The audit will be conducted with the TJPDC audit, according the requirements of all OMB and federal regulations, Responsibility for use of funds and implementation of the WIA: Under the WIA the final responsibility for use of the federal WIA funds and for carrying out the tasks set forth in the WIA rests with the OLEOs, The OLEOs, as a Consortium, shall enter into a contract with the TJPDC to perform certain tasks on behalf of the Consortium, Liability insurance for the OLEOs will be provided out of the administrative funds, T=sk One: The first task of the Consortium of CLEOs is to cre=te the Workforce Investment Bo=rd. Workforce Investment Board (WIB): The activities of the WIA are carried out by a WIB appointed by the OLEOs, The composition of the WIB is mandated in the Act, The WIA requires 51% of the appointees be from private sector business and industry, The remaining 49% are mandated categories in the Act, WIB Membership: The total board membership is to be shared by the two planning districts on the basis of population, The population distribution in the two planning district areas is 59% Thomas Jefferson Planning District and 41% Rappahannock Rapidan Regional Commission, The attached chart illustrates the distribution of the membership, If a planning district does not make all of its allocated appointments, those board positions will revert to the other planning district for appointment, WIB Appointment Process: The appointments to the WIB are to be made by the OLEOs using the following process: Business and Industry: 1, Letters will be sent to business and industry organizations soliciting nominations to the Board, In TJPDC, this will be done by Piedmont Virginia March 20, 2000 (Adjourned Meeting) (Page 12) Community College; in RRRC, bythe planning district, In the future other business/industry organizations may be requested to assistin generating nominations for the private for-profit sector, An advertisement will be placed in a paper of general circulation in each planning district by TJPDC, The notice will include a nomination form, Persons may nominate themselves, Nomination forms will be sent to TJPDO for distribution to the OLEOs, By law, OLEOs must select from those nominated, Each CLEO will select the number of business and industry appointments based on the percentage of population in the respective planning district, This results in the following distribution of business/industry appointments by locality: PD-10 Charlottesville Albemarle Fluvanna Greene Louisa Nelson 1997 Population 38 100 79 200 17 700 13 600 24 100 13 900 59% 186600 % % x 16 Proposed 20,4% 3,27 3 42,4% 6,79 '7 9,5% 1,52 2 7,3% 1,17 1 12,9% 2,07 2 7,4% 1,19 1 100.0% 16 PD-9 1997 Population % % x 11 Proposed Culpeper 32,100 25,1% 2,76 3 Fauquier 52,000 40,6% 4,47 4 Madison 12,500 9,8% 1,07 1 Orange 24,500 19,1% 2,10 2 Rappahannock 7,000 5,5% 0,60 1 41% 128,100 100.0% 11 314,700 27 PD-9 and PD-IO Total If a locality does not fill all its allocated business positions, the Consortium will assign those positions to one or more other localities, One-Stop Partners: The Act sets forth certain categories of representation, the One-Stop Partners, To insure the correct distribution of categories and voting consistent with the population distribution, the attached chart mentioned above also sets forth the planning district origin for those categorical appointments, The following process will be used to appoint persons who meet these requirements: 1, Nominations will be sought from categorical organizations, set forth in the Act, by each planning district office, 2, Nomination forms will be received at the TJPDC office, A committee of four CLEOs, two from each planning district, will meet to prepare a slate of categorically mandated WIB members, distributed as set forth in the Chart, Full Board Appointments: 1, The full group of OLEOs will meet to affirm the categorical nominees and the business and industry nominees, 2, The TJPDC will prepare the Certification Form and submit to the State for the Governor's certification, Vacancies: Vacancies will be filled using the same procedure in order to maintain the correct geographic and categorical distribution of WIB members, Organization of the WIB: It is the intent of the CLEOs to create the full WIB to cover all the localities, It is the desire of the OLEOs that PDC-level regional committees be formed by the WIB which will conduct planning and other activities to advise the WIB in order that the distinct characteristics of each planning district area have an avenue for in- depth focus, Organization of the Consortium: The purpose of the Consortium is to maintain communication with the WIB and perform oversight of certain WIB activities. March 20, 2000 (Adjourned Meeting) (Page 13) The Consortium shall elect a Chair and Vice-Chair from its members, One officer shall be from each planning district, The Consortium may elect to elect two Co-Chairs, Two additional members, one from each planning district, will be chosen by the Consortium to serve on an Executive Committee of the Consortium The Consortium will meet, as a body, at least quarterly, beginning in March, 2000, The Executive Committee will meet monthly or more frequently, as needed, Minutes of the Executive Committee will be distributed to the full Consortium membership and to the Chief Administrative Officers of each jurisdiction, It will be the responsibility of the Chief Local Elected Official, acting with the Chief Administrative Officer, to communicate the activities of the Consortium and the WIB to their respective governing bodies, Two members of the Consortium may, according to the By Laws of the WIB, sit as non-voting members of the WIB, Collaboration with the WIB The Plan: The WIB will submit the Plan to the Consortium for their concurrence, Concurrence will be a simple majority of the Consortium present and voting, 2. Budget: The WIB budget will be submitted to the Consortium for approval, Approval will be a simple majority of the members of the Consortium present and voting, 3. Quarterly meetings: The officers or Executive Committee of the WIB will meet with the CLEOs at the quarterly meeting for the purpose of updating the CLEOs on the activities and to seek advice from the CLEOs regarding the activities of the WlB, 4. One Stop Operator or System: The WIB is charged with designating the One Stop operator or system, in cooperation with the CLEOs, A, The WIB shall submit the criteria for the One Stop to the CLEOs for comment prior to selection of the One Stop operator, B, The selection of the One Stop operator will be ratified by the CLEOs by a simple majority of the CLEOs present and voting, C, The Memorandum of Understanding establishing the One Stop will be presented to the CLEOs for their concurrence, D, Reports on the One Stop operation will be presented to the CLEOs on a quarterly basis, Youth Council: The WIB is charged with appointing the Youth Council in cooperation with the CLEOs, The WIB shall present the names of the Youth Council membership to the CLEOS for their concurrence prior to their actual appointment to the Council, The Youth Council membership will reflect the population distribution 59/41, PDC 10/9, The Chair or designated alternate will meet with the CLEO Consortium on a quarterly basis, March 20, 2000 (Adjourned Meeting) (Page 14) Local Workforce Investment Board Proposed Composition )rganization NOTES ~.--. ~. Required One-Stop Partners not m c~ applicable for this region: o ~ (0 ~) c ~ Indian/Native American Programs c ~ "~ (~ Demonstration projects 0~ ;,= '~ v > c~. ~ National Emergency Grant 03 LLI ~3 0 0 .c ~ uJ 0 0 u~ /EC X 1 1 Employment Service, Trade Adjustment Assistance, Veterans Employment/Training, Unemployment Insurance, Migrant/Seasonal Farmworkers, NAFTA lob Corps X 1 ~AA Agency X 1 Title V )RHA X I HUD Training )aA X X 1 Youth, Youth Opportunity Grants {eg'l Econ. Dev. X 1 1 /oc. Rehab X 2 DRS and DVH Yelfare to Work X 1 1 DSS, VIEW .abor X 1 1 ~ )ommunity College X X 2 1 ! ~chool Board or X X 1 Adult Education & Superintendent., ! ~uperintendent -'ducation 1 1 Local educational entities, including post-secondary )ommunity Based X 1 2 )rganizations )ther X 3 At the discretion of CLEOs otal - Non-business 8 3 15 3usiness X 11 16 Must be majority of board otals 19 3 31 53 Effective Dates of this Agreement: This agreement shall take effect on the date of the last signature and shall remain ~'~ in effect until the WIA is no longer in effect. Amendment of the Agreement: A majority vote of CLEOs is required to amend this agreement. Planning District 9 Planning District 10 John Coates Charles S. Martin County of Culpeper County of Albemarle Larry Weeks Virginia Daugherty County of Fauquier City of Charlottesville March 20, 2000 (Adjourned Meeting) (Page 15) David C, Jones County of Madison Clement L, "Sonny" Dodson Jr, County of Orange Charles Estes Rappanahannock County Stafford "Buck" Pace County of Fluvanna Kenneth Lawson County of Greene Edward Kube County of Louisa Harry Harris County of Nelson Nancy K, O'Brien, Thomas Jefferson PDC Ms, Thomas said the Board was going back to discussion on the budget, but there are invited guests present for the closed session, She suggested that the Board go ahead with Agenda Item No, 4, Closed Session: Personnel, Land Acquisition and Legal Matters, At 3:09 p,m,, motion was offered by Mr, Bowerman that the Board go into Closed Session pursuant to Section 2,1-344(A) of the Code of Virginia under Subsection (1) to consider appointments to the Workforce Investment Board; under Subsection (3) to consider the acquisition of property for a stormwater basin and park facilities; and under Subsection (7) to consult with legal counsel and staff regarding specific legal matters relating to an interjurisdictional agreement, The motion was seconded by Ms, Humphris, Roll was called, and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas, Mr, Bowerman and Mr, Dorrier, NAYS: None, ABSENT: Mr, Martin, Agenda Item No, 5, Certify Closed Session, At 4:59 p,m,, the Board reconvened into open session, Motion was immediately offered by Mr, Bowerman that the Board certify by a recorded vote that to the best of each Board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed session were heard, discussed or considered in the closed session, The motion was seconded by Ms, Humphris, Roll was called, and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas and Mr, Bowerman, NAYS: None, ABSENT: Mr, Martin and Mr, Dottier, (Note: Mr, Dorrier returned to the meeting at 5:02 P,M,) Agenda Item No, 6, Other Matters Not Listed on the Agenda from the BOARD, Ms, Thomas said the Board members came to a consensus during closed session concerning appointments to the Workforce Investment Act Board, Ms, Humphris offered motion to appoint Ms, Barbara Kessler, Ms, Susan Cabell, Mr, J, Walter Levering, Mr, Brian Carlson, Mr, C, Henry Hinnant, Mr, Eddie Joe Lynch and Ms, Carole F, Clarke to the WIA Board, The motion was seconded by Mr, Bowerman, Roll was called, and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas, Mr, Bowerman and Mr, Dorrier, NAYS: None, ABSENT: Mr, Martin, Agenda Item No, 3, Budget Work Session (Continued from earlier in the meeting), At this time, the Board returned to discussion of the budget, The staff had printed a new copy of Attachment A during the break, Mr, Tucker went over the following chart explaining the changes which had been made today, March 20, 2000 (Adjourned Meeting) (Page 16) Attachment A Board of Supervisors' FY 2000-01 Operating Budget County General Fund Beginning Board Reserves 92,874 Less County Executive Adjustments Reduction in Legal Services Contingency Funds Health Insurance Rate Reduction ($3035 to $2735) Constitutional Officers Salary Adjustments Miscellaneous Salary Adjustments Subtotal Less Board of Supervisors' Adjustments Less Board Adjustments- Move Discovery Museum to Tourism Subtotal Plus Resource Changes Transfer Adjustment- School Technical Suppor~ Revenue Adjustments (ABC Profits and Rolling Stock) Reduction in Budgeted 599 Funds (based on General Assembly) Subtotal 15,000 135,450 275 (9,450) 141,275 (7,560) (7,560) (18,940) 41,988 (73,214) (50,166) NetEnding Reserves 191,543 Board of Supervisor's Initiatives cos~* Funded Administration Election Official Pay Increase- Registrar Judicial Local Stipend Increase for 5 staff members- Commonwealth's Attorney Additional Operating Expenses- Sheriff ($725 Revenue Offset) Public Safety 0.5 FTE Evidence Proper~y Clerk Expansion (Jan Hire)- Police Department 1,0 FTE Civilian Patrol Suppor~ Assistant- Police Department 2.0 FTE Traffic Officers- Police Department ($70,000 Revenue Offset) Additional funds for Training and Continuing Education- Fire/Rescue Reimbursement/Resale of Training Materials- Fire/Rescue ($2,900 Revenue Offset) 1.0 FTE Volunteer Coordinator- Fire/Rescue Engineering & Public Works 1,0 FTE Engineering Inspector III for CIP- Engineering 0,5 FTE Expansion of Half-time Custodian to Full-time- Public Works Human Development GAIT Nursing Clinic- JABA Parks and Recreation Nor~hside Library Sunday Hours Additional Staff Hours at Scottsville and Crozet Library Branches Community Development Local Funding for 1,0 FTE TJPDC Criminal Justice Planner CTS Extended Bus Service to WaI-Mar~ on Route 29 North CSA Fund Full Funding 5,200 8,200 8,490 8,490 26,944 21,844 8,696 8,898 30,442 30,442 73,954 18,284 12,500 12,600 3,100 3,100 56,956 63,206 66,105 26,668 14,849 14,649 5,190 6,190 28,500 28,600 11,500 14,649 13,848 13,848 47,930 47,930 200,000 200,000 Additional Initiatives Funded 667,469 606,947 Remaining Board Reserve Fund (315,404) * Net cost to County after offsetting revenues General Government Available Fund Balance Less One-Time Costs (Above) Less CALAS Less Region Ten Remaining General Government Fund Balance 435,509 (66,520) (27,500) (5o,ooo) 291,489 School Division Available School Board Reserves Recurring One-Time (of $700,000 total) Total School Board Resources Unfunded School Board Initiatives: One-Time Needs Textbooks Trailers Buses Subtotal One-Time 1,918,768 200,000 160,000 273,000 633,000 613,000 633,000 1,146,000 633,000 Recurring Needs 1,285,758 1,286,768 Unfunded School Board Initiatives (772,768) Remaining One-Time Funds Available for Additional Non-Recurring Needs: 67,000 March 20, 2000 (Adjourned Meeting) (Page 17) Mr, Tucker said staff had listed how much revenue one-half cent increments on the real estate tax rate would bring in, Two cents would provide $1,29 million and provide the Schools with $774,000 which would fund the shortfall shown above, and General Government would receive $516,000 funding its shortfall as well, He would suggest that some portion of that additional money be put into the Debt Service Reserve, Mr, Bowerman asked the amount of the Capital Improvement Program shortfall from the second to the fifth year of the capital plan, Ms, Gulati said it is about $14,0 million for school projects, not counting Virginia Public School Authority bonds, Ms, Thomas said at the end of year 2004, there was $25,5 million in unfunded capital needs, And even if the capital needs are met, the five-year capital financing forecast said there would be a shortfall of over $9,0 million due to the operating budget impact of planned capital projects, Mr, Tucker said a lot of that has to do with the differentiated funding for the schools, A decision will have to be made at some point as to whether to fund the CIP, Mr, Bowerman asked if the Court projects are included in that figure, Ms, Thomas said they were included in that figure, Mr, Bowerman asked when the Board will have the first meeting with the financial advisors, Mr, Tucker said that will take place in May, They will recommend what they think Albemarle can bear in terms of a bond issue, It probably will not be the full $150,0 million over the next ten years, Mr, Dorrier asked if staff is still considering a referendum, Mr, Tucker said "yes", The consultants will be advising as to whether to have small bond issues every two or three years, or have a large issue, Mr, Dorrier said he believes the Chairman should be present for this discussion, The other members agreed, Ms, Thomas said if the Board can meet the School's needs, is there an amount of money that could be put aside now that would reduce the impact of the rate increase that will come with the bond issue that has been mentioned? Ms, Gulati said it is assumed that if nothing is done now, it will be approximately a two-cent increase, That would include putting into reserves about $200,000 per year from now until time to pay the debt service, To reduce that increase to 1,5 cents, it would take an extra $500,000 per year being put into reserves, Se~ing of Tax Rates for Public I-learin§, Ms, Thomas said there was a consensus to wait until Wednesday to set the tax rates, Mr, Davis said if the Board intends to adopt the budget on April 12, the public hearing advertisement must show the maximum tax rate proposed for adoption, Agenda Item No, 7, Adjourn, With no further business to come before the Board, at 5:15 p,m,, motion was offered by Mr, Bowerman, seconded by Ms, Humphris, to adjourn this meeting until 1:00 p,m, on Wednesday, March 22, 2000, Roll was called, and the motion carried by the following recorded vote: AYES: Ms, Humphris, Mr, Perkins, Ms, Thomas, Mr, Bowerman and Mr, Dorrier, NAYS: None, ABSENT: Mr, Martin, Chairman Approved by the Board of County Supervisors Date Initials