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HomeMy WebLinkAbout1999-03-22000068 March 22, 1999 (Adjourned Meeting) (Page 1) An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on March 22, 1999, at 1:00 p.m., Room 235, County Office Building, Mclntire Road, Charlottesville, Virginia. The meeting was adjourned from March 17, 1999. PRESENT: Mr. David P. Bowerman, Ms. Charlotte Y. Humphris, Mr. Forrest R. Marshall, Jr., Mr. Charles S. Martin, Mr. Walter F. Perkins and Ms. Sally H. Thomas. ABSENT: None. OFFICERS PRESENT: County Executive, Robert W. Tucker, Jr., Deputy County Executive, Richard E. Huff, II, Assistant County Executive, Roxanne W. White, and County Attorney, Larry W. Davis, and Management Analyst, Anne Gulati. Agenda Item No. 1. The meeting was called to order at 2:00 p.m., by the Chairman, Mr. Martin. Agenda Item No. 2. Work Session: FY 1999'2000 County Operating Budget. Review of Board of Supervisors Issues/Funding Priorities: · Remaining critical issues and questions, if needed · Matters for consideration from other work sessions · Proposed allocation of Board's Reserve Fund · Setting of tax rates for public hearing Mr. Martin noted some guests were present at the meeting, and he suggested that the meeting begin with the guests giving their presentations. He asked Kenneth Ackerman, Executive Director of the Monticello Area Community Action Agency, (MACAA) to speak to the Board first. He inquired if Mr. Ackerman had been given a list of questions to which the Supervisors would like answers. Mr. Ackerman replied that he did not get a list of questions, but he thought he could answer all of the questions, anyway. Mr. Tucker explained that Mr. Ackerman had been asked to come to this meeting to review the Head Start program involving the Disabilities Coordinator position. The County's share, at $7,211, is not being recommended to be funded. Mr. Ackerman stated that he appreciated the invitation to speak at this meeting. A new position of Disabilities Coordinator was added to the Head Start program last fall to serve children with disabilities and special needs. He also introduced Ms. Marilyn Meadows who has been working as the Disabilities Coordinator since November of this past year. He next mentioned an on site review covered in the Observer about two weeks ago which described some of the deficiencies in the Head Start Program, specifically in the area of serving children with disabilities. Since April and May, 1998, the Head Start staff has examined ways to intensify the serving of children with special needs. He then showed the Supervisors a 315 page document of performance standards for the Head Start Program, and he said 60 pages of it relate to disabilities services. Ms. Meadows distributed information on the general requirements relating to Head Start. Mr. Ackerman stated that Head Start officials are trying to ensure that the children in this program who have special needs are quickly identified in the early part of the school year and referred to the school systems, which in turn carry out the assessments for their individual education plans, that are known as IEPs. The findings and direction of the IEPs are introduced into the daily programs at all of the Head Start Centers, and they have to be integrated into lesson plans. The staff must have adequate training, and parents have to be acclimated to the needs of the children so they can be involved in the entire process. It is a massive job, because there are ten Head Start sites throughout the region with an enrollment of 213 students. To coordinate all of this has been beyond the Head Start staff's capability without having a person dedicated to that purpose. Last year there were eight children who were documented as having disabilities and special needs which is four percent of the total 213 enrollment. There is a mandate that a minimum of ten percent of the children served should have special needs. This year, as a result of Ms. Meadows' work, there have been 37 children so identified, which is 17 percent of the total population. This has been documented and various resources have been involved such as the schools, the Kluge Rehabilitation Center, Region Ten and the University of Virginia, among others, who bring these services together. The funding is distributed for this position among the five jurisdictions served, and officials in Fluvanna County are recommending 96 percent of MACAA's full budget request, which is more than a 100 percent increase for that particular County. He has had dialogue with the City and now with the County, and he is hoping each jurisdiction will participate. Mr. Martin wondered if Albemarle County's lack of funding would jeopardize the program for Albemarle County children. Mr. Ackerman responded that the Head Start Program has to work with Albemarle County children whether this position is funded or not. If the County does not pay its share, though, the funding will have to come from another place in the program, and that portion of the program will not be sustained. He then pointed out that in the current year, 14 of the 37 children who are being served in this area are from Albemarle County, which is more than the share requested from the County. The allocations among the jurisdictions were based on the overall enrollment and how many children there are in each jurisdiction who are involved in the program. March 22, 1999 (Adjourned Meeting) (Page 2) 000069 Mr. Martin mentioned the review report which indicated that Head Start was serving a population that could be served by the Albemarle County school system. Mr. Ackerman answered that the services the schools provide are direct services to the children. Ms. Meadows explained that Head Start does the initial screening and from those screenings, referrals are made. She gave an example of a child who is identified as having a speech problem. The schools will provide speech services, but Head Start has to provide the transportation. She then referred to a plan that is currently being considered between Head Start and kindergarten. There is a collaborative effort to make the transition as smooth as possible. Mr. Ackerman stated that working with the lesson planning curriculum of the program and making sure the curriculum responds to the needs of the children who are identified as needing special services are things way beyond the offering of public schools. He noted that public schools may be offering individualized direct services to the children, but they are not offering the whole package. Ms. Humphris inquired as to Ms. Meadows' position. Mr. Ackerman reiterated that Ms. Meadows is the new Disabilities Coordinator, who was hired last fall to respond to the children's needs in this area. Ms. Humphris then wondered how duplication can be avoided since the Albemarle County school system is required to take all children from the age of three years. She also asked why County officials would be willing to give tax dollars to another agency where services could possibly be duplicated instead of to an established system. Mr. Ackerman answered that if the County will fund the schools in such a way, then he would be delighted to have a contract to carry out the services. The reality is that the schools do not have the resources to respond to these needs in any fashion except to provide individualized work that a child referred to them ultimately will need. He next mentioned the importance of timing. If a Head Start child starts school in September, and the services aren't rendered quickly, the whole school year is over and a year has been lost. The longer the wait to intervene with these services, the more difficult it will be for a child to get on the right track. He mentioned speech therapy as an example. If a child gets to kindergarten before he or she gets speech therapy, the work will be a lot more monumental. He is pleased with the work the schools do for the children, but the coordination is important, as well as the whole scope. He noted that the City officials are having the same discussion, and they are asking why the City schools are not able to provide these services to the Head Start population. The point is that he does not have a contract with the school systems to carry out these services, and the school personnel will only work one on one with a child who is eligible. Mr. Martin explained that the County is required by the state to provide special education to any child needing it over two years of age. When a three-year-old goes to Head Start, the child probably could have gotten special education services from the school system at two years of age if he or she had been identified. The Head Start Program includes three and four-year-olds, and children who need special help are identified when they start the Head Start Program. Children who are not identified in the Head Start Program as children with special needs, would probably have gone unidentified until they get to kinder- garten. In addition to recognizing that a three-year-old needs services that the County is supposed to provide at age two, Head Start also provides transportation, etc. If he was a parent of a two-year-old, and he was able to identify that his two-year-old needed speech services, he could go to the County and the County would have to provide these services. Even if a parent recognizes that his or her child needs special services before kindergarten, but did not have transportation to get the child back and forth to the services, then Head Start provides transportation. Mr. Bowerman asked how all two-year-olds in the population could be identified. Ms. White responded that the ARC Infant Development Program makes these types of identifications. Mr. Bowerman inquired if representatives of the Infant Development Program go to every family who has a child in Albemarle County. Ms. White answered that they go out to every family who has been referred to them. Mr. Bowerman mentioned that the Head Start program begins with three-year-olds. Ms. Meadows stated that she has started a collaborative effort with the Infant Development Program to carry over the children it serves into the Head Start Program. When a child is identified in the Infant Development Program as needing services, representatives of this program will call Ms. Meadows and ask her to screen the child. This involves her program with the zero to three-year-old population. Ms. White remarked that she has spoken with Tom Nash and Bobbi Hughes with the Albemarle County school system. Mr. Nash seems to think the County has a contract to provide these services, and they provide them to the children who are identified. She noted that the pre-school programs are for children with more intensive problems, but Head Start is dealing with children who may be more developmentally delayed as opposed to significant disabilities. The school system has someone who works with special education children in the various schools, and Mr. Nash has indicated that the school system will work with Head Start in providing the initial assessments and to help train the teachers. She commented, though, that there could be transportation needs of which the County is unaware. Mr. Ackerman noted that there are more than two Head Start sites and, specifically, there are three of the Centers in the City where Albemarle County children are involved. It takes a lot of effort to coordinate the services between all the different jurisdictions, and he does not think the school system has the capabilities to provide the same services as Head Start. He also pointed out that Head Start is not in the school system's budget, and he would suspect that it would not do any good to go to the School Board with such a request at this time. March 22, 1999 (Adjourned Meeting) (Page 3) 000070 Ms. Thomas stated that this situation is similar to a lot of situations with social services agencies. The agencies are there, and the school system has somebody who will identify and work with the agencies. However, there are indications that the services do not exist because parents are not being told when and where they can take their children for assistance. She commented that she feels sure everyone who has talked to this Board is telling the absolute truth. There are services, but Head Start personnel know of children who are not getting the services. She then asked if this is the best place for the County to put $7,000 so more children will be served. Mr. Martin inquired if there were any more questions for Mr. Ackerman. The other guests will speak to their issues, when Mr. Ackerman is finished, and after that the Board will make its decisions. Ms. White pointed out that if the Board approves the $7,000 for this position, the increase will be significant, because it will go from four percent to 17 percent. Mr. John Hornsby, Chairman of the Board of the Music Resource Center, remarked that he writes songs with his brother, Bruce Hornsby, the musician. The reason he has been able to devote practically all of his time to getting the Music Resource Center operating is because their music has been successfully recorded and sold, so the income allows him to be a full-time volunteer. He explained that the Charlottesville City Council decided last week to provide significant funding to the Music Resource Center, although the Council decision was contingent on Center representatives making their best efforts to obtain proportional funding from the County. Council members didn't know the County's budget process was nearly over, and they will probably understand if it is too late to get funding. He had intended to come to the Board of Supervisors next year, because this year he was going to focus on the City. Statistics show that 81 percent of the children come from the City, and 16 percent come from the County. He spearheaded the effort to establish the Center six years ago, and about 11 citizens of Charlottesville and Albemarle County got together to discuss the idea. The citizens were all concerned about rising teen drug use, rising crime and rising teen pregnancy, and they decided they wanted to do something about it. It has been observed that the most successful programs as far as reaching troubled youth were programs which gave them constructive activities, such as the City's Friday Night Basketball Program. The idea was that sports programs are successful because sports are "cool" with children. His group of volunteers reasoned that pop music is "cool" with children so the idea was to establish a place where teens could come after school and on weekends to play music, make recordings and take lessons. With that idea, hundreds of children were surveyed in the local public schools, and dozens of social workers, teachers, parents and civic leaders were interviewed. Research was done all over the country to see if there was any precedent for this type of place, but there is nothing quite like it. Now, since the Center has been in existence for five years, other cities are showing interest. He pointed out that Roanoke is actually building a Center now, and the City Councilors for Newport News are currently contacting his group, because they want to build such a Center. The doors opened in June of 1995, and now there are three full-time staff members. Five years ago, it was an unproven idea, and he didn't want to go to the City or the County for funding, because he wanted to have a proven track record first. Mr. Hornsby said he has distributed a sheet to Board members with the Music Resource Center's accomplishments. He read from the sheet that this past year the Center has kept 480 teens off the streets and out of trouble by achieving their goals of writing songs, performing and recording them. This helps them to be better able to succeed in life. The Center is clearly successful in preventing teen drug use according to a Housing Urban Development (HUD) representative who evaluated the Center's services a couple of years ago. The Center has been called one of the most effective mentoring programs in the City according to public school teachers and administrators, and he noted that he has a lot of letters of support from junior high and high school teachers, as well as parents. Regarding drug use, the children are kept off the street, and they are given something to do. However, more importantly, the children who are regulars at the Center, and who make recordings of their songs and perform in talent shows, earn the respect of their peers. There are letters to attest to the fact that children who have earned the respect of their peers are much less vulnerable to drug dealers, gang leaders and other negative peer pressures. Teachers support the fact that the Center helps children to get better grades. The children who come to the Center set goals and work hard to reach them and when they succeed in these goals, they gain a sense of being able to achieve at other goals in life including academic tests. He then explained that the City has been requested to fund $58,000 for the Center, and the request to the County is for $9,000. He explained that this is 16 percent of Charlottesville's amount because the Center sees 16 percent of Albemarle County's residents. He speculated that the City will not give the Center the whole $58,000, because City officials are aware of a $16,000 Community Development Block Grant that the Center is going to receive. Therefore, he believes the City will contribute $32,000. He said 16 percent of this amount is $5,000 so that is the amount projected to come from the County. He also has with him a CD that the children produced, and he will be glad to play it for the Supervisors if they so choose. * Mr. BOwerman inquired if the Center's request was reviewed With~in the City's normal budget process. Mr. Hornsby answered affirmatively. The request was submitted last December, but it was only last week when City officials suggested that Mr. Hornsby come to the County for funding. He informed the March 22, 1999 (Adjourned Meeting) (Page 4) O000 J. City officials that he had not laid the ground work in the County for the budget request, but he would be happy to come to the Board of Supervisors meeting to make such a request. Ms. Humphris questioned why this request did not get to the Board of Supervisors, since the Program Review Committee was for both jurisdictions. Ms. White replied that the Music Resource Center was not part of the budget review process. Mr. Hornsby commented that this was probably because he had put a zero in the Albemarle County's budget request for this year. Ms. Thomas asked when the budget request was taken to the City. Mr. Hornsby responded that the budget request went to the City on December 18, 1998. Ms. Thomas then inquired if the request was shown in the yellow budget book. Ms. White answered that she is not sure. Ms. Humphris wondered if the 480 children referred to by Mr. Hornsby are the ones who actually come through the door. Mr. Hornsby said there are 480 different students who are served by this program. He explained that these students probably make 4,000 visits to the Center, and there are approximately 20 children coming each day. Ms. Humphris pointed out that the demographics of the CDBG Grant makes it possible for the City to get this grant money, but the County cannot get it. Mr. Tucker concurred. Ms. Humphris stated that when she had her telephone conversation with Mr. Hornsby last night, she suggested that it wasn't fair for this type of program to come to the Supervisors at the last minute without it going through the budget process. It would be good if Mr. Hornsby was to start at the beginning of the County's budget process next year and present the whole program. Mr. Martin suggested that the matter be held out for discussion. Ms. Thomas mentioned the fact that Mr. Hornsby presented the program to the City in December is interesting, and it should have a bearing. It is not the Center's fault, if the City didn't include it in the review process. Mr. Bowerman wondered if the City officials will withdraw their funds, if the County does not offer any funding. Mr. Hornsby said City officials required him to make this presentation to the Board of Supervisors. However, it would not affect the City's funding either way. Although, next year they have indicated they may require funding from the County if the City contributes. He thinks some amount of money would show strong validation for the Center, if the Supervisors decide in this manner. Ms. Humphris pointed out that the increase in the Center's budget is over $30,000, and she asked for an explanation. Mr. Hornsby replied that the additional $30,000 is a "wish list" goal, but to maintain current funding, the Center could survive with $95,000. He noted that the couple of outreach staff members requested would serve as outreach leaders to the schools, and the number of participants would increase. He emphasized that staff members want to do a better job, but to do so will cost more money. At this time, Mr. Martin disclosed that $10,000 was given to the Center last year through the Rainbow Foundation, of which he is a member, and Head Start was given over $10,000 worth of books from the same Foundation. Mr. Hornsby thanked the Board for allowing him to make his presentation. Mr. Martin asked if someone was supposed to speak to the Board members about the Gypsy Moth Program. Mr. Tucker stated that he has talked to Pat Mullaney who informed him that the Board of Supervisors could eliminate the funding for the Gypsy Moth Program this year, if it so chooses. Mr. Tucker explained that existing forestry personnel who are in the field can keep County representatives apprised of the Gypsy Moth situation. The County has not entered into a contract, so the $14,000 can be added back into the Reserve Fund. Mr. Martin next asked Mr. Tucker to go through the list of reserve funds available. (The following handout was provided to Board members.) Board of Supervisors' FY 1999/00 Working Budget County General Fund Beginning Reserves 200,000 Less County Executive Adjustments Miscellaneous Salary Adjustments (including Constitutional Officers, Addtl. Bailiff) (8) Remove 2.0 FTE CPS Social Workers - State Did Not Fund (32,164) Subtotal ........ (32,172) Plus Resource Changes Reduction - Engineering/'rraining Center Revenues Subtotal (20,000) (20,000) March 22, 1999 (Adjourned Meeting) (Page 5) Net Ending Reserves Board of Supervisors' Funding Initiatives for Discussion Cost 212,172 Funded Amt. Public Safety 1.0 FTE Traffic Officer for Community Policing Unit - Police Department - Net Cost 36,731 36,731 Additional Hours - Emergency Services Coordinator @ ECC (County Share @ 43.29%) 4,574 4,574 Additional Hunting Control Enforcement Funds 9,935 9,935 Engineering & Public Works 1.0 FTE Office Associate II (net of existing PT Wages) - Engineering 9,131 9,131 Human Services Full Funding for SARA 2,790 2~790 Additional Initiatives Funded 63,161 Remaining Board Reserve Fund 149,011 Iltems for Further Discussion Head Start - MACAA 7,211 Pantops Shuttle 56,000 Gypsy Moth Program (14,655) School Division Beginning Rese~'S Less Superintendent Adjustments 58,907 Plus Resource Changes Subtotal Net Ending Reserves School Board Unfunded Priorities Cost 0 0 58,907 Funded Amt. Additional Mobile Classrooms (3) Elementary Art, Music & PE Staffing (3.0 FTE) English as a Second Language - Phase II Gifted - Phase II Increase School and Departmental Budgets by 2% Orchestra - Phase I (Revised) Secondary Alternative Education Staffing Committee Recommendations (Partial Funding 4.0 FTE) Tuition Reimbursement (Phase-In) Additional Initiatives Funded 120,000 122,709 76,032 102,086 120,060 46,180 180,000 163,612 60,000 ]Remaining Board Reserve Fund 58,9071 Potential Additional Available Resources: FY 99~00 Source Board of Supervisors Contingency Reserve Debt Reserve Projected Local Revenue Collections Over Budgeted in FY 98/99 Amount 212,172 200,000 1,173,200 Recurring/ One-Time Recurring Recurring One-Time School Only Resources School Board Contingency Reserves Energy Savings (Schools) Amount 58,907 150,000 Recurring/ One-Time Recurring One-Time IGrand Total Potential Available Resources: 1,794,2791 March 22, 1999 (Adjourned Meeting) (Page 6) Subtotal Recurring Resources Subtotal One-Time Resources 000073 471,079 ,323,200 Mr. Tucker remarked that in the beginning there were some minor adjustments that allowed $12,000 to be added to the Reserve Fund which created a starting point of $212,172. He mentioned that all of the items the Supervisors put on the list are shown, and if all of them are funded, it will decrease the reserve to $149,011. He stated that today the Head Start Program was discusSed, as well as the Music Resource Center. The discussion was not completed on the Pantops shuttle, so it was left as a discussion item. He mentioned that the Gypsy Moth Program will add $14,600 back to the Reserve Fund, since this program is being eliminated. He next referred to the School Division which has a $58,907 reserve, and he pointed out that all of the school system's unfunded priorities are also listed. He then mentioned that one-time recurring costs would start at $212,172, and the Debt Service Reserve is $200,000. The staff has projected that at the end of this fiscal year there will be additional revenue in the fund balance of a little less than $1,200,000, but it is not recurring money. He recalled that the fund balance was referred to in discussions as being zero. However, he reminded the Supervisors that there will be additional money at the end of this fiscal year, which is the best estimate at this time based on revenue collection of one time money. He mentioned again the School Board Contingency Fund of $58,907, and the energy savings to the school system of $150,000 due to the mild winter. The grand total of recurring resources is $471,000, and the one time resources is estimated to be $1,323,200. Mr. Bowerman asked what happens to mobile classrooms when they are not needed at a particular school any longer. Mr. Tucker explained that mobile classrooms are moved from school to school as they are needed. Mr. Bowerman asked if three more mobile classrooms are needed throughout the whole County system. Mr. Tucker answered affirmatively. Ms. Humphris asked for guidance relating to the non-recurring funds. Mr. Tucker responded that if the Board so chooses, the non-recurring funds could fund the DISC consultant, one-time monies for PDRs, and any litigation costs relating to reversion. Ms. Humphris then wondered why the Pantops bus route is being referred to as a shuttle. Ms. White said it is a regular bus route. Ms. Humphris next asked if there was any participation by the City for this bus route. Ms. White answered that there is no participation from the City for the Pantops bus route. The confusion began a couple of years ago when bus routes, for WalMart and Pantops, etc., were all put into one request. This year, it is solely a Pantops request. Mr. Martin mentioned that the Pantops route funding is shown this year at $56,000, but in years past funding requested was approximately $200,000. Ms. Humphris mentioned her concern of taking money from non-recurring funds for this bus route, because next time, there may not be any funds available. There should be some help coming from the City to relieve the locality of a large operating expense, because City residents will benefit greatly by this service. Mr. Tucker stated that the County staff members had talked to the City officials some time ago about this matter, and they' were not receptive. Although, the staff has not approached the City again on that matter. He then referred to a discussion some time ago about providing a similar service on a smaller scale which might meet the needs through JAUNT. Board members might want to consider this alternative and set aside some money in a Contingency Fund. JAUNT representatives could be approached to see if some other service might be available that may not be as costly. Ms. White remarked that she got a quote for this service from JAUNT, and it was more costly. Ms. Thomas asked if the current plan is to use regular Charlottesville Transit Service buses. Ms. White answered, "yes." (Mr. Bowerman left at 2:45 p.m.) Ms. Humphris emphasized that she thinks the bulky waste leaf amnesty day is really important although she is not supportive of leaf collection. Mr. Marshall wondered how accurate the budgeted energy costs are. Mr. Tucker explained that the energy costs are based on the current year. (Mr. Bowerman returned at 2:46 p.m.) Mr. Marshall stated that there could be a significant increase in energy costs for next year, and he suggested that some money be held aside for such a reserve. He does not feel comfortable using the savings this year from energy costs for anything else. Mr. Martin asked Mr. Marshall to which figure he is referring. Mr. Marshall answered that he is talking about the one-time resources amount at $1,323,200, which he feels should be set aside. He mentioned that the County could be hit with large expenses that are not shown in the budget figures, such as increased energy costs. Mr. Martin said all of this money will not be used. Mr. Marshall stated that he does not think any of it should be used for anything else. Mr. Tucker remarked that this one-time resources figure is expected to increase, but savings and expenditures areharder to project at the end of the year. Mr. Marshall commented that the others are more optimistic than he is, because he can see all sorts of things happening in the future where this money might be needed. He stated that because of the Millenium, there will be a lot of unknown expenses that no one in this room expects, and he thinks there O00074 March 22, 1999 (Adjourned Meeting) (Page 7) should be a substantial reserve set aside in preparation. He added that individuals, as well as government officials, should be prepared because there are a lot of unknowns. Mr. Tucker stated that the Board can control some of these things until after the first of the year, which may help alleviate some of Mr. Marshall's concerns. For instance, the DISC consultant's position can be postponed until after the first of the year. He stated that by this time, reversion costs may be clearer. Mr. Marshall said he is concerned about things going wrong with the Millennium situation which may cause additional costs. There will be hidden costs for which individuals nor government officials are prepared, and he thinks a reserve fund is necessary. Mr. Martin inquired as to how the Board members would like to proceed from this point. Ms. Thomas said at some point the School Board budget will need to be discussed. Mr. Martin suggested that the Board begin with the School Board budget. Ms. Thomas stated that she had worked through something to help her understand how much money is involved with this budget. An average house in Albemarle County is worth $150,000, and the taxes will increase $19.00 per year because of reassessment. She commented that often in public hearings people are told that it is not the tax rate that is responsible for a tax increase, but it is the reassessment. She stated that she found this helpful. Mr. Marshall remarked that he does not disagree with Ms. Thomas' comments, but in his district he has more people living on minimum wage than probably the remainder of the magisterial districts combined. His district, particularly in the Town of Scottsville, had the highest increase of assessments. In his district there is a high tax increase on individuals who have very Iow income, so he can't average out the tax rate as Ms. Thomas did. Mr. Bowerman wanted to know why taxes increased so much more in the Scottsville District than other places in the County. Mr. Marshall explained that it is because a lot of the property has been resold, and if one house sells in a neighborhood for a substantial amount of money, the reassessment for everybody else increases. There are a lot of people from the north who have bought property in the Scottsville District and refurbished it, which has made everybody else's property value increase. Mr. Martin suggested that Ms. Thomas discuss her thoughts on the school system's budget. Ms. Thomas commented that she thought the School Board Chairman made a very good point which was that the items on the unfunded list of priorities were discussed all year and didn't just appear at budget time. She has no reason to believe the School Board doesn't need everything it has asked for. However, the school budget is already getting over a ten percent increase. Although, a good gifted program is not being funded, nor an adequate English as a Second Language program. The people in her district feel that some of these amounts need to be added to the School Board's budget, but these things cannot be funded without adding at least $15.00 more to the average household's tax figure. She would be interested in a discussion of this matter. Ms. Humphris said she believes all of the unfunded priorities on the School Board's list are well worth the funding. There will probably be a necessary tax increase a couple of years in the future, but she does not think now is the time for it. She asked if the additional mobile classrooms request is a one-time expenditure. Mr. Tucker answered, "yes." Ms. Humphris then mentioned the increase in the schools' departmental budgets which would amount to $120,060, and she asked if this is a one-time expenditure. She also asked if the cost would have to be recurring if it was increased one year. Mr. Tucker replied affirmatively. There are things that have been funded by the School Board, such as textbooks and growth, which can be adjusted. Ms. Humphris pointed out that the Board of Supervisors has no right to tell the School Board how to spend its money. Ms. Thomas wondered if more than $290,000 should be budgeted for reserve energy savings funds to add to the School Board budget. Mr. Martin inquired if the Board of Supervisors needs to take a vote on the one-time resource of $150,000 of energy savings for the schools or is it just a policy decision to allow the school system to keep it. Mr. Tucker explained that the $150,000 will go into a fund balance, but the School Board will have to come back to the Board of Supervisors to ask for a reappropriation. If the Supervisors approve the $150,000 as has been recommended, it would be for non-recurring expenditures. He has added the $50,425 which has been identified as textbooks for new students, as well as the $120,000 for the three classrooms and the $40,000 for mobile classrooms. This is a total of $210,425. Ms. White stated that it is hard to tell at this time what the school system has already funded. Mr. Martin suggested that the Board discuss the list of items the Supervisors added back to their budget beginning with the Public Safety category. They can then decide if they want to use what is left to appropriate to the school system in addition to the more than $200,000 it will already be.receiving at the end of the year. The Board members will also look atany reServe they may have other than the Board of Supervisors' initiative to add additional funds to the School Board's budget. 000975 March 22, 1999 (Adjourned Meeting) (Page 8) Next, Mr. Martin mentioned the 1.0 FTE Traffic Officer for Community Policing Unit at $36,731 which was added back to the list for discussion today. He asked if there were any Board members who did not support this position. Ms. Thomas remarked that she has no basis for determining if this position is one of the most important budget items. She asked if someone could advise her. Mr. Tucker responded that the reason this position was added back is because the staff did not know until after the budget work sessions began that funding had been received through a grant from the Federal Government under the COPS program. This was not learned until after the budget was already printed, so that is why it was brought back to the Board for potential funding out of the Board's reserve. Ms. Thomas inquired if the money shown in the budget for this position is local money. Mr. Tucker answered that it is the County's share. The Federal Government pays the remainder. Ms. Thomas then noted that the Community Policing Unit program has grown during the last few years, and she asked if any results are being seen. Mr. Tucker stated that Chief Miller would probably inform people that results are being seen. However, Mr. Tucker feels Chief Miller would also say that it is too early to see any firm results. Mr. Tucker went on to say it is a program everybody believes in and he thinks it should continue, but he cannot say categorically that major results are being seen. He believes it to be the case, but a few more years are needed. Ms. Thomas mentioned that keeping a group of teenagers involved in a long term music program might bring in more results than one more traffic officer. Ms. Humphris pointed out that there is still the goal of one officer per 1,000 citizens, and the County loses ground each year. Mr. Tucker said the County just exceeded this percentage. Mr. Marshall pointed out though, that the officers have 740,000 square miles to cover. By consensus of the Board, the 1.0 FTE Traffic Officer for the Community Policing Unit at $36,731 was left in the budget. Mr. Martin next called attention to the additional hours for the Emergency Services Coordinator at a cost of $4,574. Mr. Tucker explained that the University and City have funded their portion of this position. Mr. Martin asked if there was any Board member who wanted to take this amount out of the budget. It was the consensus of the Board to leave the additional hours for the Emergency Services Coordinator in the budget at a cost of $4,574. Mr. Martin then referred to the $9,935 for the additional Hunting Control Enforcement Funds. Mr. Perkins commented he would like to see this fund increased by 50 percent, although he is concerned that there may be more money available than resources. Mr. Tucker suggested increasing the fund by 50 percent, if the Board so desires, and then revisiting the matter with the Sheriff to see if the resources are there. If manpower is available, then the reserves can be used to fund it. Mr. Marshall wondered if this amount of funding would be given to the Sheriff's Department anyway. Mr. Bowerman explained that the funding would have to be used for a program in place. Mr. Martin inquired if Mr. Perkins is suggesting that $5,000 be included in the budget for additional Hunting Control Enforcement Funds. Mr. Perkins answered affirmatively. Next, Mr. Bowerman announced that he feels strongly about including the 1.0 FTE Office Associate II position in the budget for the Department of Engineering and Public Works. There was no opposition. Full funding for SARA was then discussed. Mr. Martin remarked that he feels it should be included, and he asked if there was anyone against this item. There was no opposition to this item. Mr. Tucker announced that the remaining Board's reserve is $153,946. Ms. Humphris mentioned the stormwater detention recommendation. Mr. Tucker replied that there may be other ways of meeting the need for stormwater detention through better technology and usage. Ms. Thomas said she is convinced that time needs to be allowed to examine the different methods available to determine the best way of handling the situation. Ms. Humphris concurred with Ms. Thomas' comment. Ms. White discussed MACAA's request for Head Start funding. She noted that school officials would like to be informed when the Head Start Program is having problems, rather than hiring a March 22, 1999 (Adjourned Meeting) (Page 9) Coordinator first and then inquiring as far as what services Head Start can provide to Albemarle County's children. Mr. Martin said the problem was that Head Start officials did not have ten percent of the children identified as being disabled. His understanding was that a Coordinator was hired who could do some of the testing. He explained that the percentage increased to 17 percent just because there was someone on staff who could identify these children. Ms. White replied that the school system will identify these children. Mr. Martin said his concern related to the fact that he did not want the Head Start Program to cease because of the funding for the Coordinator's position. The information implied the program could not exist without ten percent of the total enrollment being comprised of disabled children. However, these children could not be identified without having a Coordinator in place to do the testing. Ms. Humphris remarked that she would feel more comfortable if the school officials had interacted with the MACAA representatives. She said then the whole situation could be resolved as far as who is responsible for the different things. Mr. Bowerman suggested that a report from the School Division be submitted to the Board of Supervisors on this matter before the final vote on the budget. Ms. Thomas commented that it would be very helpful if the Supervisors could be provided with information on the services the school system actually provides, since this is very frustrating to try to determine. Mr. Martin noted that there is a difference between what services are provided when they are requested versus how these situations can be identified so certain services can be requested. He stated that children come to MACAA to be part of the Head Start program, and once they are there, some of them are identified as having certain problems. Head Start representatives can then go to the school system officials and inform them that a certain service is needed. However, unless MACAA is able to do this, children will not be identified until they start kindergarten. Ms. Thomas mentioned that she had a daughter who needed a special service, and she had to hire someone to teach her how to deal with the school system. It is not an easy thing to do, and her sympathy is with anybody who is trying to help children get the services they need. Mr. Martin pointed out that economics are also involved. If a child is identified as needing special services, it means that the school system has to provide the services. Ms. Humphris noted that the key to the whole situation is in the fifth paragraph of Mr. Ackerman's memo where he states that, "... the scope of services required by Head Start exceeds the capacity of existing resources within the schools to respond in a timely and comprehensive manner." She said identification is a problem, and perhaps the scope of services exceeds the school system's capabilities. However, the Board does not have any information to indicate this point. Mr. Marshall said he will not support adding the Coordinator's position to the budget. Mr. Martin stated that it seems to be the Board's consensus to get more information on the matter, and he instructed Mr. Tucker to leave the item out of the budget until the Board gets the requested information. As far as the Pantops Shuttle item is concerned, Ms. Humphris wondered if it is worth $56,000 of taxpayers' money to provide this service. She also inquired about the criteria to be used to determine if the service is a success at the end of the year. Ms. Thomas asked if the money could be set aside. The Board could request more information including discussions with the merchants as to their involvement in the program. Mr. Tucker responded that the money could be put into a contingency fund for that purpose. Mr. Bowerman mentioned his interest in a survey to indicate Wilton Farm's participation. Mr. Martin stated that there is a problem with people walking from Wilton to Pantops, and this route might help alleviate some of this problem. Mr. Marshall suggested that JAUNT be considered as far as what it can offer these residents. Mr. Martin said this has already been done. Mr. Marshall stated that he does not think the County should be supplementing private business. Mr. Martin responded that there is more involved than just private business, but he thinks it would be of great interest to find out what private industry is willing to do. Mr. Marshall said all the merchants in the Pantops Shopping Center could get together and run a shuttle service. Mr. Martin stated that this situation leaves Wilton Farms out of the equation, and he feels this is the most important part of it. He also pointed out that there is a bus service going to Albemarle Square and Fashion Square without those merchants paying anything for the service. He asked how this matter can be handled if it is left in the budget. Mr. Tucker answered that this amount of funding would be kept in a contingency fund identified for the Pantops bus route. Ms. Thomas asked if $50,000 could be kept in the contingency fund for this purpose. Mr. Tucker replied that any amount on which Board members decide can be set aside. He is unsure if running the bus to Wilton Farms will add additional money to the cost. Ms. Thomas suggested that the Board put $50,000 into a contingency fund for the Pantops route. She said perhaps $6,000 could come from the business community. March 22, 1999 (Adjourned Meeting) (Page 10) 000077 Mr. Martin mentioned Mr. Bowerman's request for a survey involving Wilton Farms. Ms. Humphris referred to the new Kroger shopping area on Pantops, and she inquired if it should also be included. Mr. Tucker agreed, although he said it will depend on when the Kroger store is finished. He will also need to examine the proposed route. Mr. Martin stated that the funding amounting to $14,655 for the Gypsy Moth Program has been added back into the reserve fund. The Board next discussed the Music Resource Center. Ms. Thomas wondered if it would be appropriate to give the Music Resource Center a token of its request such as $900 or $1,000. She does not want the City officials to deny the Center's request because the County did not contribute any money. She also pointed out that if some amount is funded, it will ensure that this item will go through the budget process next year. Mr. Martin concurred that he would like to fund a token amount to the Center. Ms. Thomas said a similar program was started a few years ago that was really successful. However, the person who started the program ran out of resources. She also referred to the fact that she is impressed with the Center's track record, since it is unusual for a program to go five years on its own resources. (Mr. Bowerman left at 2:20 p.m.) Ms. Humphris stated that the Center's circumstances are different from most organizations. She commented that the Center is not in terrible need of anything and the program can be expanded without a huge contribution from the County, so she will support funding $1,000 for the program. She added, though, that she would much prefer for them to go through the process. Even funding $1,000 is not fair since there are other groups within the program review that could have used the $1,000. She also voiced her concern that the request just arrived this past weekend. (Mr. Bowerman returned at 2:22 p.m.) Mr. Marshall remarked that he thinks nothing should be done until next year. Upon Mr. Bowerman!s return, Mr. Martin explained to him that Ms. Humphris and Ms. Thomas support contributing $1,000 to the Music Resource Center, although they think it should go through the budget process next year. Mr. Bowerman and Mr. Perkins concurred. Mr. Martin said this seems to be the consensus of the Board. He added that he thinks the Music Resource Center has developed a good program. Mr. Marshall commented that there are a lot of good programs in the area. Mr. Tucker informed the Board that the remaining Board reserve fund now has a balance of $117,601. Since there seemed to be some confusion among Board members about what was being done as far as the Pantops Shuttle bus service was concerned, Mr. Martin explained that the item was not being included. He said, instead, it is being left as an item for closer examination. He commented that it will eventually come back to this Board for a formal vote. Ms. Humphris mentioned her concern that the $200,000 debt reserve is being moved into the resources category. Mr. Martin said this item was placed there to show all of the resources available. He next asked if Board members are in agreement to allow the school system to keep the $150,000 Energy Savings one time resource. Board members agreed. Next, Mr. Martin noted that if the Board of Supervisors gave the school system its contingency fund of $117,601, the school system would have more than $300,000 additional money as opposed to the original budget. He added, though, that he is only mentioning this fact, and he is not suggesting it be done. If the Supervisors wanted to add even more to the School Board's budget, they could either provide a tax increase, use part of the debt reserve or use some of the nearly $1,200,000 in one-time funds. Mr. Marshall remarked that he is not willing to increase taxes. He also feels there should be some money kept in the debt reserve. Mr. Martin inquired if the $117,601 reserve fund is related to next year's budget, and he asked if there is some money left in the reserve fund for this year. Mr. Tucker replied affirmatively. Although, if this money is appropriated to the school system, there will be no more recurring money. The Board will have to rely on the fund balance for any additional money that is needed, preferably for one-time costs. 000O78 March 22, 1999 (Adjourned Meeting) (Page 11) Ms. Thomas clarified that the $117,601 in the reserve fund is not money that has already been appropriated to the PDR program. Mr. Tucker answered that the PDR program is funded with one-time funds as a one-time expenditure, and it is not included in the remaining reserve fund balance. Mr. Bowerman next wondered where the money was obtained for the PDR program. Mr. Tucker responded that $500,000 was allocated from the Supervisors' fund balance, and $350,000 came from the Tourism Fund. Ms. Thomas mentioned that if the Board decides to increase the funding for the PDR program, it is her understanding that this funding as well as funding for the DISC consultant, reversion and amnesty could come out of the $117,601 reserve fund. Mr. Tucker said this could be done after June 30, 1999. Ms. Thomas then asked if the $1,173,000 total reserve funds is a projected amount. Mr. Tucker answered affirmatively. Mr. Martin asked Mr. Tucker to again explain the PDR program funding. Mr. Tucker replied that it was decided there were approximately $850,000 of one-time or non-recurring funds that could be allocated toward the PDR program which involves $500,000 from the Supervisors' fund balance and $350,000 from the Tourism Fund. This assumes the money would be used for the purchase of easements or acquisitions of easements related to tourism such as the properties along the corridor or the greenbelt. Ms. Thomas mentioned that the $350,000 could be a recurring amount of funding. Mr. Tucker agreed that this is a potential recurring amount of funding. Mr. Perkins said he will support letting the school system use the carry-over funds, but he thinks the County Executive's budget message should be considered. The County Executive suggests using the reserve funds frugally and prudently with an eye to shifting as much of these reserves as possible to the debt service reserve fund for funding future capital projects. This gives the school officials an opportunity to use some funds, and he thinks they can find the resources to do that. He suggested that the Supervisors need to consider the entire County's needs, and he referred to the school system's debt service of over $8,000,000. Ms. Thomas asked if Mr. Perkins thinks more than $200,000 should be put in the debt reserve fund. Mr. Martin stated that Mr. Perkins is indicating that he can support the $58,000 and the $150,000 going back to the school system, but he does not support any more than that. Mr. Bowerman asked if $500,000 has been allocated for the County's participation in revenue sharing. Mr. Tucker answered that it is slightly over $400,000. Mr. Perkins noted that every year something comes along for which money is needed, and he thinks some reserve money is necessary. Mr. Marshall concurred that this is good business. Ms. Thomas pointed out that there is $1,173,000 projected in reserve funds. Mr. Tucker reiterated that it is an estimated amount, although it is a firm number in terms of a revenue source. Mr. Perkins suggested that if this much money is available, some interest amounts should be paid. Mr. Marshall emphasized that this is one-time funding. Ms. Thomas agreed that it is a good thing to use some of the money for capital reserve funding. Mr. Marshall mentioned that he would like for the funds to be held in reserve for increased energy amounts and other such items. Mr. Perkins noted that last year the school system ended up with $1,200,000, and the money is in place again this year. It will be there next year and the year after that. Ms. Thomas pointed out that some of this money was not recurring funds. Even though the $1,173,000 is a projected figure, it is a large contingency fund. Mr. Martin stated that there seem to be some things on which the Board members cannot agree, so he feels as though they have to consider those things on which they can agree. He then suggested returning $209,000 to the school system, since all Board members seem to be in agreement. If $100,000 from the $117,000 is added, it brings the total amount up to $309,000. He would like to increase this figure to $5,000, and he suggested taking $1,000 of it from the $1,173,000 one-time reserve. Possibly another $1,000 could be taken from the $500,000 which is reserved for the PDR program. He asked if other Board members had suggestions. Ms. Thomas wondered if the Board members would be comfortable taking $175,000 or $200,000 from the projected revenue collections. Mr. Martin answered that he would be comfortable with this arrangement because even though it is not a firm figure, it is a conservative estimate. He noted that all budgets have a certain amount of employees and the budget is developed on the idea that every employee is being paid every day of the year. It does not take into consideration that people quit and positions go unfilled. There is always a cost where there will be a return at the end of the year. Mr. Marshall noted his concern that perhaps this money would not be available or it might be needed for something else. March 22, 1999 (Adjourned Meeting) (Page 12) 000079 Mr. Perkins inquired about the school system's $150,000 reserve. Mr. Tucker explained that this figure comes from an amount reserved for the schools. Some of it has already been used by the school system, and the $150,000 figure is the difference that is left. He is unsure of the amount budgeted for next year, but he does not think it is any less. He said because of the mild winter, there was more than $150,000 in energy savings, but this amount was identified as not being used. He added that school officials are unsure of their needs for next year, as well as the costs of cooling the buildings should there be a warmer spring than anticipated. Ms. White stated that the school officials are identifying a ten percent savings for next year. Mr. Martin commented that he believes Mr. Marshall and Mr. Perkins are implying they are not supporting anything being suggested at this point. He does not think anyone is going to change his or her mind, so he hopes the other four Board members can agree to a plan. He noted that he had mentioned a plan. However, Ms. Thomas suggested a change by not taking $100,000 from the PDR program, but instead taking it from proiected revenues. He asked if Ms. Humphris has any other ideas to present. Mr. Tucker said it would be easier to take the money from the projected revenues, rather than taking it from the PDR program and then having to add it back at a later time. Ms. Humphris remarked that since the PDR program has been fully supported by all the Board members, she feels $1,000,000 should be appropriated for it the first year to show that the Supervisors are serious about having it become an effective program. Mr. Bowerman asked if the extra funding for the PDR program would come from carry-over funds. Mr. Bowerman, Ms. Humphris and Ms. Thomas discussed the possibility of funding $150,000 less to the school system in order to fund $1,000,000 for the PDR program. Mr. Martin said schools are very important to this County, and he would prefer to leave the PDR funding amount at $850,000. He can stand 100 percent behind increasing the amount of money going to the school system easier than he can support increasing the amount for the PDR program. He explained that the $850,000 is not yet a firm figure, and it would not be a firm figure if it was increased to $1,000,000. Mr. Bowerman mentioned that, if Board members are in agreement, he would support adding $500,000 to the school system's budget, as well as putting an extra $150,000 into the PDR program. Mr. Martin stated that he tends to disagree, but it looks as though this is the only consensus at which the Board can arrive. He asked Mr. Marshall and Mr. Perkins if there was any compromise the other Board members could make to get some support from them. Mr. Marshall indicated he could not support such a motion. Mr. Perkins said the school officials already have a lot of money with which to work, and he thinks they can accomplish what they need and want with it. At this time, Ms. Humphris made a motion to reappropriate $58,907 to the School Division, as well as the estimated energy savings of $150,000, plus $100,000 from the Board of Supervisors' reserve and $200,000 from the Supervisors' projected reserve making a total of $508,907. Mr. Bowerman seconded the motion. Roll was called, and the motion carried by the following recorded vote: AYES: Mr. Martin, Ms. Thomas, Mr. Bowerman and Ms. Humphris. NAYS: Mr. Marshall and Mr. Perkins. Mr. Perkins next offered a motion, seconded by Mr. Marshall to set the real estate rate at 72 cents per $100 of assessed value and the personal property tax rate at $4.28 per $100 of the property's fair market value. Roll was called, and the motion carried by the following recorded vote: AYES: Mr. Marshall, Mr. Martin, Mr. Perkins, Ms. Thomas, Mr. Bowerman and Ms. Humphris. NAYS: None. Ms. Humphris asked where this leaves the Board of Supervisors' budget at the moment. Mr. Martin explained that everything has been approved as it was discussed today, but a motion has not been made to use $150,000 of the projected local revenue collection for the PDR program. At this time, Ms. Thomas made a motion to increase the funding for the PDR program from $850,000 to $1,000,000 by appropriating $150,000 from the projected local reve.n.ue collection. Ms. Humphris seconded the motion. March 22, 1999 (Adjourned Meeting) (Page 13) AYES: NAYS: agreed. 0000 0 Roll was called, and the motion carried by the following recorded vote: Mr. Martin, Mr. Perkins, Ms. Thomas, Mr. Bowerman and Ms. Humphris. Mr. Marshall. Mr. Martin commented that the motions have approved everything on which the Board has Mr. Tucker concurred. (Mr. Bowerman left at 2:50 p.m.) Agenda Item No. 3. Other Matters not Listed on the Agenda from the BOARD. Ms. Thomas said she believes the Board of Supervisors has done everything it can do as far as the budget is concerned, although she does not think the funding is as much as the schools deserve. Mr. Martin stated that he thinks the Supervisors have done the best they can do given the fact that they have disagreed, but they came a long way by consensus. Mr. Tucker announced that the agenda for April 7, 1999 is very light. The meeting may start later, but it depends on what happens within the next couple of weeks. He mentioned, though, that he has some executive session items to discuss, and the budget public hearing will be held that same night. Mr. Martin commented that he would rather come to the meeting at the same time and leave earlier if the agenda is light. Other Board members agreed. Next, Ms. Thomas recalled an earlier private meeting of the Conservative Coalition where the main question raised related to how the County's proposed salary increase was developed. She suggested that the next public hearing would be a good time to answer this question by discussing the competitive factor, the state's involvement and the consultant's survey, as well as all the other things that went into the development of the proposal. Agenda Item No. 4. Adjourn. At 2:54 p.m., there being no further business to come before the Board, the meeting was immediately adjourned. '~"~C hairman Approved by Date Initials