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1990-03-26 adjMarch 26, 1990 (Adjourned Afternoon Meeting) 293 (Page 1) An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on March 26, 1990, at 1:00 P.M., Meeting Room #7, County Office Building, 401McIntire Road, Charlottesville, Virginia. This meeting was adjourned from March 21, 1990. BOARD MEMBERS PRESENT: Messrs. Edward H. Bain, Jr., David P. Bowerman, F. R. Bowie, Mrs. Charlotte Humphris, Messrs. Walter F. Perkins and Peter T. Way. BOARD MEMBERS ABSENT: None. OFFICERS PRESENT: Mr. Guy B. Agnor, Jr., County Executive. Also present were Deputy County Executives Ray B. Jones and Robert W. Tucker, Jr., and Management Analyst, Roxanne W. White. Agenda Item No~ 1. Call to Order. The meeting was called to order at 1:00 P.M. by the Chairman, Mr. Bowie. Agenda Item No. 2. Work Session: 1990-91 County Budget. Mr. Bowie suggested that the same procedure should be followed that was used last year. The County Executive or his staff would present a briefing of the budget for each department or agency. He asked that changes be made to the budget in the form of a motion. He noted that a fifth work session has been tentatively scheduled for April 5. Budget Overview: ConntyExecutive, Guy B. Agnor, Jr. Mr. Agnor said the Board had requested zero-based budgeting in three County departments, and those budgets will be presented on April 4. The County Executive's staff added the Police Department to that list. Mr. Agnor explained that zero-based budgets show the costs for providing existing services. In addition, the costs for a reduced level of services and the costs for increased levels of service are shown. Mr. Bowie requested that staff maintain a summary of changes made at each work session. Board of Supervisors, Lettie Neher, Clerk, P~esent. Requested $267,111; Recommended $264,136. Mr. Jones noted that throughout the budget, an asterisk in the "Recommendation" column indicates that the County Executive's recommen- dation is different from the amount requested. He also pointed out that salary percentages are not the same throughout the budget. The percentages are based on the amount of overtime worked, the attrition rate in that depart- ment, and the impact of State or City salary contributions. The percentages range from less than one percent to over six percent. Mr. Jones said this budget decreases by $13,5!60 or 4.88 percent, reflect- ing a 7.05 percent increase in salaries, a 5.73 percent increase in fringe benefits and an 18.4 percent decrease in operating costs. Excluding one-time contingency accounts of $12,357 in the FY 89-90 budget, this represents a .45 percent decrease in actual operating costs. Significant increases or decreases include a decrease of $2000 in professional services; an increase of $4000 in the cost of the annual audit; an increase of $3300 in advertising costs due to increased rate and volume; and a combined increase of $1600 in office and copy supplies due to increased volume and under budgeted items in FY 89-90. There are no new personnel or capital needs requested. The County Executive recommended funding at the baseline level. A requested increment of $2,975 for travel was not funded. Mr. Jones said a maximum of 15 percent for travel is being funded in this budget. Mr. Bowie asked the definition of "baseline level". Mr. Jones said it is funding needed to continue the previous year's operation without considering any expansion other than that caused by the market~ Miss Lettie E. Neher, Clerk of the Board, presented statistics on the work performed by the Clerk and her staff. In thelpast two years, the Clerk's March 26, 1990 (Adjourned Afternoon Meeting) 29~1 (Page 2) Office has scheduled and attended 132 Board meetings which lasted 463.75 hours, an average of three and one-half hours per'meeting. This included 12 work sessions on the Comprehensive Plan, which totaled 38.5 hours. The Clerk's staff published 12 sets of amendments to the Zoning Ordinance. Agendas for the 132 meetings were scheduled, typed, photocopied, delivered and/or mailed. In addition, all resolutions, ordinances, legal advertise- ments, letters, and memoranda in preparation for and resulting from those meetings were typed and/or composed. Miss Neher reported that the minutes have been completed for 171 meetings, totaling 3050 sheets and adding four and one-half minute books to the collection. She said her staff is essentially up-to-date on minutes preparation. Miss Neher said there are at least seven minute books which have to be indexed. She hopes to have a computer indexing program ready for implementation next year. Miss Neher said the Clerk's staff could not have accomplished all that it has without updating procedures to meet the demands of the rapidly expanding population of Albemarle County. Nor could this much work have been accomplished without the computers, even though they are quickly becoming outdated. She then recognized the members of the Clerk's staff. Myra Lee Sandridge has worked part-time for the Clerk since 1985. Babette Thorpe came to work in the Spring of 1987 and has worked various schedules in addition to helping the County Executive's staff publish the budget documents this year. Pat Morris came to work on November 1, 1988, and attended all the work sessions on the Comprehensive Plan and composed the minutes for those meetings. Ella Carey came to work for the Clerk on June 30, 1985. She is familiar with all of the functions of the Clerk's Office and is in charge when the Clerk is away. Mr. Bowie said he could not function withoutithe help of the Clerk's Office. County Executive, Guy Agnor, Present. RequeSted $413,253; Recommended $371,572. Mr. Tucker said the proposed budget reflects an overall increase of $7916 or 2.2 percent. This total reflects a 2.5 percent increase in salaries, a 6.7 percent increase in fringe benefit costs, and a 5.1 percent increase in operational costs. There was a decrease of $5045 ~in furniture and data processing equipment costs reflecting a one-time cost for equipment for the intern in FY 89-90, and an increase of $200 in postal services based on actual expenditures. No new personnel, programs or capital needs are included in this budget. The County Executive recommended funding at the baseline level~ Not funded is a total increment of $42,100 which includes $34,225 for a full-time Budget/Management Chief and $7865 to expand a part-time office assistant position to full time. Mr. Tucker said the recommendation for a Division of Budget and Manage- ment becomes very important in the event the Board approves zero-based budget- ing for the entire County. He asked the Board to keep that in mind after reviewing the departments having zero-based budgets. Mrs. Humphris said she had received a complaint from a citizen about the expense of publishing the Annual Report of the County. Mr. Agnor said the report was requested by a previous Board for the benefit of citizens as a handy reference. The Board recommended no changes to the proposed budget and agreed to consider the recommendation for a Division of Budget and Management after the four zero-based budgets are presented on Wednesday~ April 4, 1990. Personnel, Carole Hastings, Director of Personnel/HumanResources. Requested $352,578; Recommended $219,215. Mr. Jones said the Personnel Office serves both general government and school division employees. General govern- ment has 334 permanent employees currently, with 10 additional positions included in the 1990-91 budget. The overall budget for Personnel decreases by 3.89 percent, which re- flects a 21.8 percent increase in general benefits and a decrease of 14.3 percent in operations. The transfer of $138,885 to the School Division reflects a 24 percent increase in the baseline budget in addition to $7120 for March 26, 1990 (Adjourned Afternoon Meeting) (Page 3) 295 additional staff, $3990 for an Affirmative Action Program, and $3335 to purchase new furniture and equipment. Significant increases or decreases in the budget are $59,500 in one time 89-90 costs for staff development and professional services or consultants; an increase of $22,632 in the transfer to the School Division to cover baseline operating costs of the Personnel Office; an increase of $16,278 in Workmens Compensation costs, and an increase of $1560 in payments for the annuity program for part-time employees. Two new positions are recommended for a total local government share of $7120. Capital needs recommended include a light table, paper shredder, office furniture, and data processing equipment for a total local government share of $3335. The Affirmative Action Recruitment program is recommended for a cost to local government of $3990. The County Executive recommended funding at the baseline level plus an increment of $7120 to fund a personnel specialist and part-time clerical help; an increment of $3335 for capital needs; and an increment of $3990 to fund the Affirmative Action Recruitment Program. Mr. Jones said an $80,000 request for consultants for the pay and classi- fication study is not funded in this budget. He Asked the Board to consider this item because an RFP must be drafted soon if the process is to go forward. He said the pay and classification study was recommended by the Personnel Committee, although it has not been acted upon by the Board. Mr. Agnor said the Personnel Committee made a recommendation for this study to begin earlier than it would normally be done, with the remote POssibility that the results could be implemented in January, 1991. Several Board members expressed disappointment with the results of previous consultant studies. Mr. Bowie felt the Personnel Department should be able to handle these types of studies. Mr. Agnor said the study is sched- uled to take approximately six months because every position is reviewed. Mr. Agnor said it would take about 30 days to get an RFP finalized for release. Mr. Bowie is not sure that a three-year pay and classification review is necessary. He said that study was initially done'because the County had no Personnel Department in those days. Part of the justification for a profes- sional personnel director and professional staff is to prevent having to hire consultants. ~ Mr. Bowerman, as a member of the Personnel Committee, said there were some members of that Committee who felt that specific pay classifications could be adjusted without an across-the-board increase. The majority of the committee, however, felt that because of the internal equity in the pay system, a change in any position classification would affect the classifica- tions above or below it. Therefore, the entire system must be reviewed in order to change those classifications which really need to be adjusted. Since the $80,000 is not recommended for the 1990-91 budget, the consen- sus of the Board was to prepare the RFP to be released and consider the responses before making any further decision. Board members requested more information concerning the request for $4150 for furniture. Mr. Bain suggested that the Personnel Specialist position be discussed in more detail when the School Budget is presented on April 2. No other recommendations for changes were made to this budget. Legal Services, George St. John. Requested $185,690. Recom- mended $185,690. Mr. Tucker said the baseline budget for the County Attor- ney's office increases by $8535, reflecting a 4.7 percent increase in sala- ries, a 7.52 percent increase in fringe benefits, and a 1.8 percent increase in operating costs. There are no new personnel needs. One typewriter for $500 is recoF~ended under capital needs. The County Executive recommended funding at the baseline level. There were no recommendations for changes to this budget. Finance, Melvin Breeden, Present. Requested $1,818,583. Recommended $1,790,448. Mr. Tucker said the proposed budget increases by $301,618 over FY March 26, 1990 (Adjourned Afternoon Meeting) (Page 4) 296 89-90, reflecting a baseline budget increase of $60,013 plus one increment of $240,755~to implement split tax billing and the proration of personal property taxes, and one increment of $850 to purchase furniture. Increases include 6.5 percent for salary costs, 11.8 percent for fringe benefits, 28.4 percent for operational costs, and 475 percent for capital costs. Significant increases and decreases in the proposed baseline budget include an increase of $10,150 to replace a vehicle having 100,000 miles; an increase of $2000 in printing and binding for the increased volume of forms; an increase of $8250 for postage due to increased volume and an item underbudgeted last year; and an increase of $2680 to replace seven calculators and a typewriter. The new program increments include two tax clerks at $32,255; operations costs of $43,500; and capital needs of $165,850, for a total of $241,605 to implement the proration and split billing of personal property taxes. Mr. Tucker noted that an estimated revenue of $450,000 is expected from the split billing of personal property taxes in the first six months. The County Executive recommended funding at the baseline level, plus one increment of $240,755 to implement split billing and the proration of personal property and $805 for the purchase of new capital~equipment. Board members requested that a cost and time,savings analysis be done before the inserter/stuffer equipment included inlthis budget at an approxi- mate cost of $70,000 is purchased. The Board made no other recommendations for changes or requests. Information Services, Fred Kruger, Present. Requested $847,114. Recom- mended $752,475.i Mr. Jones said an overall budget increase of $106,259 reflects a 21.2 percent increase in salary costs; a 27 percent increase in fringe benefit costs; a 2.47 percent increase in operations; and an 80 percent decrease in capital equipment costs. This reflects a baseline budget increase of $27,904, plus an increment of $78,355 to add a programmer analyst and a manager of support to handle the increased workload associated with proration and split billing of personal property taxes and the transfer of all police data to the mainframe. It also includes the need to provide more technical support mainframe and micro-computer users. Significant increases or decreases in the baseline budget include a $2000 decrease in the cost of data processing consultants; a $4000 increase in micro,computer training classes; a decrease of $3180 in leasing costs for equipment; .a decrease of $4860 in leasing costs of software due to prepayment of maintenance charges; an increase of $2335 in data processing supplies; and a decrease of $5713 in data processing equipment. The implementation of the proration of personal pro- perty tax means increased personnel costs for two .positions and fringe benefit costs of $76,255; an increase of operation costs of $600; and capital needs totalling $1500, for a total of $78,355. The County Executive recommended funding at the baseline level, plus an increment of $78,355 to implement the proration of personal property. Not recommended for funding is the deputy director position for $51,655; $29,700 for an additional programmer/analyst; and $2800 for five additional data lines for the school division. Mr. Bain asked the status of the Development Tracking system and whether the positions not recommended for funding would impact the development of that system. Mr. Kruger said the Development Tracking system is currently being programmed. He said there will be a need for additional support when that is completed. Mr. Kruger said he hopes the automated on-line inspection forms phase will be in place by the end of this fiscal year. However, there will still be a considerable amount of work after that. Mr. Bowie asked that an update on the findings made by Mr. Bowie and Mr. Bain in their study of this Department last year be submitted to the Board by the end of this fiscal year. Included in that update should be information regarding the impact and status of the Development Tracking System and other systems being added to the mainframe. No other requests or recommendations for changes were made by the Board for this department. March 26, 1990 (Adjourned Afternoon Meeting) (Page 5) 297 Board of Elections, Jim Heilm~u, Present. Requested $110,260; Recom- mended $106,960. Mr. Jones said a baseline budget increase of 1.3 percent represents an increase in salary costs of 2.8 percent, an increase in fringe benefit costs of 17.4 percent, and a decrease in operating costs of 3.55 percent. Significant increases or decreases include a decrease of $850 in postage costs reflecting a one-time cost last year to provide a special mailing for a polling place change; an increase of $400 in costs for purchased services for ballot machine programming and printing for election day; and a decrease of $420 in printing and binding based on actual costs. There are no new personnel or capital needs requested. Funding is recommended at the baseline level. Requests not funded were $1070 to begin preparations for redistricting, $330 to provide refreshments to election day officials, and $1900 for one new voting machine. Mr. Way feels that it is important to ensure that redistricting isa smooth process. He offered a motion that funding for redistricting expenses of $1,070 be included in this budget. The motion was seconded by Mr. Bain. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Mrs. Humphris asked the penalty for non-compliance for the required number of voting machines. Mr. Heilman said he does not know the penalty, but the State will periodically notify localities of non-compliance. He said there are five precincts in which an increase in voters by five percent would mean non-compliance in the number of voting machines. Mr. Heilman said there are no spare voting machines. Mr. Way said it is important to ensure that elections run smoothly for the citizens. He offered a motion that $1900 be included in this budget for the purchase of an additional voting machine. Mrs. Humphris seconded the motion. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphr%s, Mr. Perkins and Mr. Way. NAYS: None. Comnwealth's Attorney, Lindsay Dorrier, Present. Requested $331,789; Recommended $303,952. Mr. Tucker said a baseline budget increase of $16,411 represents an increase of 4.61 percent in salaries; an increase of 10.8 percent in fringe benefit costs; and an increase of 5.3 percent in operational costs. Other significant increases are $500 for increased telephone costs and $500 for books and subscriptions due to increased fees for renewal of supple- ments. A decrease of $650 in the cost of maintenance contracts on office equipment is also included. There are no new personnel or capital needs recommended. Funding is recommended by the County Executive at the baseline level. Not recommended for funding was a requested increment of $39,855 for a fourth deputy commonwealth's attorney to handle the increasing number of drug-related cases; $2295 for a FAX machine; and $250 for a new file cabinet. Mr. Tucker explained that the County normally does not fund a request for a staff person for a constitutional officer until the request has been submitted to the State Compensation Board. He said that process is being followed in the request for the fourth deputy commonwealth's attorney. Mr. Dorrier said he is asking for an additional deputy to help combat drugs. He said the City, County and University have joined to form a task force to expand the fight against drugs in this community. There will be an increased work load for prosecutors as a result of additional police officers assigned to this effort. He said the requested FAX machine is not a luxury item. It is necessary to keep abreast of last minute changes in cases, especially in dealing with out-of-town attorneys. Currently, Mr. Dorrier uses the FAX machine at another private law firm. He feels that is not a good policy in dealing with fast breaking developments in certain cases. The FAX machine will be shared with other users at Court Square. March 26, 1990 (Adjourned Afternoon Meeting) (Page 6) 298 Mrs. Humphris feels the FAX machine is a necessity for the Commonwealth Attorney's office. Mr. Tucker noted that the FAX machine is being requested from the State Compensation Board as well. Mr. Dorrier said he has received his allocation from the Compensation Board in the amount of $235,748. He said there is no breakdown to indicate whether the FAX machine is included. Mrs. Humphris then offered a motion to fund a FAX machine for the Common- wealth Attorney's office if the FAX machine is not funded by the Compensation Board. Mr. Way seconded the motion. Board members expressed concern that Mr. Dorrier has already received his allocation from the State, and there is no way of knowing what items are included. Mr. Dorrier said he would be glad to wait until it is determined what the Compensation Board is funding and then come back to the Board with a request. Mr. Tucker said this item could be added to the contingency amount until State Compensation Board funding is determined. Mrs. Humphris and Mr. Way_were agreeable to that suggestion and withdrew the motion and second. There were no other changes made to this budget. Clerk of Circuit Court, ShelbyMarshall, Present. Requested $401,863; Recommended $400,163. Mr. Tucker said a~budget ihcrease of $2070 reflects a .06 percent increase in salaries, a 6.5 percent i~crease in fringe benefit costs, an 11.6 percent decrease in operating costs, and a $7700 increase in capital equipment costs. The increase includes an increment of $800 to purchase a computer table. Other significant increases include $475 in office equipment maintenance contracts; $500 for office supplies reflecting under- budgeted items last year; and $8000 to replace a duplicator. There is an $8000 reduction due to the one-time cost for rebinding old record books last year, and a reduction of $2600 in audit costs. Nd new personnel are included in the budget. Mr. Tucker said funding is recommended at the baseline level, plus an increment of $800 to purchase a computer table. Not recommended for funding is an increment of $1700 to upgrade the current micro indexing system. Mrs. Marshall said a request was made of the State Compensation Board for $1700 to upgrade the micro indexing system, and it was not funded. Mrs. Marshall said if the Board chooses not to fund this item, she would like to carry over any money left from the current year's budget to be used next year for this operation. Mr. Bowie said he feels that ~is a reasonable request. Mr. Bain concurred. No recommendations for changes were made in this budget. The Board recessed at 2:50 P.M. and reconvened at 3:05 P.M. Sheriff, Terry Hawkins, Present. Requested $576,866; Recommended $473,106. Mr. Tucker said the proposed baseline budget reflects an overall increase of $67,575, reflecting an increase of 4.7 percent in salaries; a 10.7 percent increase in fringe benefit costs; a 23.7 percent increase in operating costs; and a 324 percent increase in capital costs. Significant increases or decreases include an increase of $1635 in vehicle equipment costs to reflect the cost of reinstalling five cages in replacement vehicles and installing sirens and grill lights in vehicles that do not currently have them; a pro- jected increase of $3400 in vehicle operating costs for nine vehicles and one van; and an increase of $39,000 for replacing five vehicles with 100,000 miles. The County Executive recommended funding at the baseline level. Not recommended was a total increment of $82,695 which includes a full-time deputy sheriff, a part-time deputy sheriff, additional deputy training, additional ammunition for all deputies to use the shooting range three times a year, bullet proof vests, and new radios. Mr. Tucker said if the Compensation Board funds the two positions, the Board could consider appropriating the funds at that time. Mr. Tucker said the Police Department received a grant for new radios, and they will be giving their old ones to the Sheriff's Department. March 26, 1990 (Adjourned Afternoon Meeting) (Page 7) 299 Mr. Bowerman asked why there is a need for bullet proof vests since the Sheriff's Office is primarily involved with court security. Mr. Tucker said the Sheriff's Office is also responsible for law enforcement, and the Sheriff feels his deputies should have the same equipment and protection as any other law enforcement officers. Sheriff Terry Hawkins said the dry cleaning contract has been rebid. The amount in this budget will likely be low for dry cleaning, and the same holds true for the amounts budgeted for telecommunications and for replacement vehicles. He said last year's cost to replace vehicles was $11,744 each. Sheriff Hawkins said the items not funded in this budget have been submitted to the State Compensation Board for funding. Sheriff Hawkins said that Judge Steve Helvin has requested another officer in General District Court on a part time basis. A retiree from the National Guard who is working as a special deputy has been filling that position on a voluntary basis for the past several months. He said the Compensation Board will fund temporary positions, but he has found from past experience that there is no guarantee how long the Compensation Board will continue to fund on that basis. Last year, after six months, funding for a temporary position was cut Off. Sheriff Hawkins recommends a courtroom security training program, which was not recommended in this budget. His plan is to have his entire staff complete that training program eventually and hopes that the Board will fund at least $400 for one officer's training. Regarding the need for bullet proof vests, Sheriff Hawkins said last year his staff served over 150 court-ordered capias for felony arrests. In addition, several other arrests were made during the normal course of duties. For example,~there were several situa- tions in the courtroom in which the Sheriff or his deputies retrieved weapons in volatile situations. The Sheriff personally was involved in two of those situations. Based on that, he is concerned for the safety of his officers. He is requesting $168 each for bullet proof vests for 10 officers. Sheriff Hawkins said funds for these vests have been requested from the Compensation Board, but he will not know the answer for about five weeks. Board members expressed concern as to whether members of the Sheriff's Office will, in fact, wear bullet proof vests. Sheriff Hawkins said he would make it a mandatory policy. There was no objection to a suggestion from Mr. Bowerman that funding for the vests be taken from the contingency amount. Mr. Bain felt that funds for the part time deputy requested by Judge Helvin can also be taken from the contingency amount. Mr. Bowie noted that these items can be handled through the contingency amount with the proviso that they will not be included in the budget if funding is provided by the Compensation Board. There was no further discussion of this budget. Joint Dispatch (911 Center), Wayne Campagna, Present. Requested $292,160; Recommended $292,160. Mr. Agnor said the 911 Center Board is meeting today to finalize some budget matters which were delayed by the death of Mr. Michael Carroll. Mr. Agnor introduced the new Director, Mr. Wayne Campagna. Mr. Agnor said this budget is calculated based on the population, the crime rate index, and the calls for service. He said the County's share of the 1990-91 budget increases by 8.6 percent over last year's appropriation. The total budget of $788,930 reflects an overall increase of 10.02 percent, with the County's share increasing from 36.1 percent to 36.97 percent. The City's share decreases from 49.7 percent to 48.75 percent. The overall budget increase reflects full year operating expenses for three additional communica- tions officers who were added during the current year. The increase also reflects the addition of one full-time secretary. Mr. Agnor said he is certain this budget will be amended as a result of the 911 Board meeting. He suggested that discussion of this budget be deferred to April 4. There was no objection from Board members. Fire/Rescue, City of Charlottesville, JuliamTaliferro, Present. quested $506,685; Recom-ended $506,685. Mr. Jones said under an agreement negotiated in May, 1986, with the City, the County's fee for services has been calculated on the Consumer Price Index, plus an additional charge of $25,000 per year. Since 1989-90 is the last year of the four-year contract, the new fee for services is based on the CPI factor with no additional charge for capital equipment. March 26, 1990 (Adjourned Afternoon Meeting) (Page 8) 300 The County Executive recommended funding at the baseline level on a contract basis. There were no recommendations for changes to this budget. Volunteer Fire Companies, John Hood, Present. Requested $375,445; Recommended $475,445. Mr. Jones said the Jefferson Country Fire and Rescue Association (JCFRA) requested a five percent increase in the annual appropria- tion over the current amount of $40,000 for each of the seven volunteer fire companies. The County Executive is recommending that the County fund the medical/accident insurance policy amended this year to include auxiliary members for an additional $4420 as requested by JCFRA. This amount would be transferred from the $100,000 contingency for JCFRA. The proposed budget allocates $42,000 per company, reflecting an increase of $2000 in County funds. State revenues from the Fire Service Program funds are pro- jected to increase by $1855 for a total contribution of $9855 for each depart- ment for FY 1990-91. Rescue Squads. Requested $108,380; Recommended $85,980. Mr. Jones said the JCFRA, which now includes the three rescue squads, requested that funds for Western Albemarle and Scottsville equal the 1990-91 appropriation to the volunteer fire departments. An additional $11,800 would be transferred from the JCFRA contingency to the Western Albemarle Rescue Squad and the Scottsville Rescue Squad to fund that request shoUld the Board approve it. Mr. Jones said this request is made because the County funded $42,000 for fire companies, while these two rescue squads receive only $35,000. The County Executive did not recommend funding in this budget because the final reports were not received until late in the budget process. These are now joint associations as requested by the Board, and the COunty Executive is recom- mending that the rescue squads and volunteer fireidepartments be equally funded from the JCFRA contingency. He said the Charlottesville/Albemarle Rescue Squad requested only $9380, the same funding as in 1989-90. Mr. Agnor explained that the $100,000 was held as a contingency reserve for funding requests made in the JCFRA report. The Board will be holding a work session on April 11 on that report. Mr. Bain said he could not support the recommendation for $11,800 to each rescue squad until there is joint leadership in the rescue squads. He person- ally feels there would be more coordination in the rescue effort without "turf" battles if all three units were under one leadership. Mr. John Hood said this Board requested that~the fire and rescue groups get together under one organization. He said they have achieved that, and it was not easy to do. Regarding the question of a Central organization for rescue squads only, he sees no need for that. He said the rescue squads are in three separate and distinct locations in this County and serve different types of populations. Should there be any "turf":battles, the mechanism to deal with that is in place through the joint organization of these groups. He said the location of the call is assigned totally ,by the 911 Dispatch Center. If the coverage area is in question, it is dealt with through the Association. He asked the Board to support Mr. Jones' recommendation for funding because of the underfunding for the two rescue units. He said there is a misconception that the cost of rescue operations is less than the cost of fire operations. Mr. Bowie said the money for the additional ~equests is already in the JCFRA contingency. He suggested that no consideration for an allocation from that contingency be made until after the work session on April 11. There was no objection from the other Board members. Forest FireExtinction. Requested $13,595; Recommended $13,595. Mr. Jones said Albemarle County reimburses the State for services provided by the State Forester based on State Code regulations. The yearly amount is computed on the basis of five cents per acre of privately owned forests in Albemarle County. The projected amount for FY 90-91 is based on 271,888 acres at $0.5 per acre for a total of $13,595. Full funding is recommended by the County Executive. March 26, 1990 (Adjourned Afternoon Meeting) (Page 9) 301 Joint Security Complex, Mike McMahan, Present. Requested $69,898; R~commended $69,898. Mr. Tucker said the overall budget of $2,626,615 reflects a 27 percent increase over last year. The total local share of $225,478 is divided by the prior year's use formula of 69 percent for the City and 31 percent for the County. Although Albemarle's usage increased from 26 percent to 31 percent, the County's share reflects only an increase of $3215 over last year. The majority of local funding is needed to support the local share of salary and fringe benefits. The budget does not include monies for new positions that might be authorized for July 1; However, it includes funding for seven "temporary" correctional officer positions grantedby the Compensation Board effective January 1, 1990. It also includes funding for seven "permanent" positions granted by the Compensation Board effective March 1, 1990, to staff newly expanded areas of the jail. The budget revenues and expenditures are based on a continued high population of prisoners and a projection of an average daily population of 200 prisoners throughout FY 1990-91. There are no new program additions or expansions included in the proposed budget. However, heating, electrical, repair and maintenance costs for building and grounds have been increased to reflect the current expansion. Food service and supplies and health services have also been increased due to higher prisoner numbers. The County Executive recommended funding at the requested baseline budget of $69,898. Mr. Mike McMahan said he has received a preliminary indication of funding from the State Compensation Board. He is concerned about the notification of reduction in retirement rate reimbursement, mileage reimbursement, and the jail per diem rates. Because of these reductions, he wanted to alert the Board that his proposed budget may be short. There were no recommendations for changes to'this budget at this time. Juvenile Detention Home. Requested $28,980; Recommended $28,980. Mr. Agnor said based on Albemarle County's usage of the facility, the projected 1990-91 contribution to the Juvenile Detention Home is $28,980, a 152 percent over the FY 89-90 contribution of $11,521. The change in Albemarle County child care days from 1988 to 1989 was 89 percent. There was no further discussion of this budget. Emergency Medical Co-.-.anication. Requested $340; Recommended $340. Mr. Jones said the contribution of $340 represents the County's share of rent for the radio tower on Browns Mountain. The tower provides radio communication for regional fire and rescue squads. There was no further discussion of this budget. SPCA, Requested $9,000; Recommended $9,000. Mr. Tucker said the FY1990-91 contribution is based on the previous year's actual costs, for which the County is billed quarterly. The County Executive recommended funding at the projected level of $9000. There was no further discussion of this budget. CommunityAttention, Jack Gallagher, Requested $48,263; Recon~ended $32,910. Mr. Tucker explained that this is the first community service agency to be discussed this year which is reviewed by the Program Review Committee. The Committee is made up of staff members and was created by th~Board to give an unbiased review of all the requests made by service agencies. The Commit- tee ranks the agencies into high, medium or low levels. This year a ranking is a recommendation for an eight percent increase; medium ranking is a six percent increase; and low ranking is a recommendation for a four percent. The County Executive's staff, however, recommended that the ranking criteria established by the Program Review Committee be reduced by two percent. Thus, the recommended percentages would be six percent for high ranking; four percent for medium ranking; and two percent for low ranking. March 26, 1990 (Adjourned Afternoon Meeting) (Page 10) 302 Mr. Tucker said this budget request is for a 52 percent increase in funding from Albemarle County. The additional request reflects a 3.5 percent increase in the daily rate and would provide services for one youth per program per year. Currently, the County provides funding for 87 percent of the cost of one youth per program per year. The County Executive recommended funding at the baseline level of $32,280, which represents a low level funding recommendation from the Program Review Committee. Not included in the recommendation is an increment of $6506 to fund the County's share of a new Community Supervision program. Mr. Tucker said the Program Review Committee ~ funding becomes available. The Pre by providing intensive supervision service unit and by the Department upports this program in the event that gram is an alternative to residential care to youth who are referred by the court of Social ServiCes. Mr. Jack Gallagher said he di~:agrees with the Program Review Committee regarding the need for Community Al~tention services. He said it is documented that 1'3 County youths needed services, and Community Attention was not able to serve them. He said Community Attention is attempting to serve troubled adolescents who have no other residential alternative short of psychiatric placement or out-of-town placement. He said the Community Supervision program represents a shift in emphasis by the State to treatment in homes and working with families. It has been successful in other areas and is supported by the courts. He said such a program saves the cost of detention and travel to and from court. He said this is not a duplication of Outreach Counseling. The families are seen four times a week on a case-management basis. He urged the Board to fund the program or allow Community Attention to move their allotted funds around to best serve the youth of this County. Mr. Bowie asked if the agency has prioritized~the items in their budget. Mr. Gallagher said the least important items were already deleted from the budget. He said the Community Attention Advisory Board is in the process now of doing a five year needs assessment of the services this agency provides. Mr. Way said the effect of this budget is to give the residential program a two percent increase which will probably not meet the level of service of the past year. He favors shifting the emphasis on,treatment into the home. Mr. Way then. offered a motion to fund $6506 for the new Community Supervision program. Mr. Bowerman seconded the motion. Mr. Bowie said he would not support this because no effort has been shown to prioritize services, although Mr. Gallagher says it is in the process now. Roll was called and the motion carried by the following recorded vote: AYES: Mr. Bain, Mr. Bowerman, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: Mr. Bowie. Thomas Jefferson Emergency Medical Services, Brenda Barbour, Present. Requested $11,804; Recommended $6,175. Mr. Jones said this request for funding represents a four percent increase over last year to maintain the current level of service. In addition, the Council is requesting funding for Albemarle's share of a Basic Life Support Training Coordinator position for Planning District Ten. The Council maintains that in addition to providing continuing education and skill enhancement for the rescue squad personnel, this position will help alleviate "the lack of support" cited by volunteer squads as the primary reason for the high attrition rate of volunteers. The County Executive recommended funding at the baseline level of $6175 reflecting a low level funding as recommended by the Program Review Committee. Not included is an increment of $5508 to fund a Basic Life Support Training Coordinator. Mr. Bain said he feels this request should be reviewed with the other items requested in the JCFRA contingency after the April 11 work session. There was no objection from other Board members. Mr. Bowie said he would like to see some justification for a Coordinator at that work session. March 26, 1990 (Adjourned Afternoon Meeting) 303 (Page 11) Offender Aid & Restoration, Patricia Smith, Present. Requested $27,824; Recommended $27,824. Mr. Tucker said the five percent increase is primarily to cover the cost of living and minor increases incurred as a result of an increased population served. No new programs are proposed. Mrs. Patricia Smith made the Board aware of two factors which may impact funding requests from the County in the future. The United Way is reorganiz- ing, and she is concerned that OA~ may become a low priority for funding. The Cox~unity Diversion Incentive (CDI) program funds a large portion of OAR's work, and there is a maximum number of cases for which they will pay. The maximum number to be funded is 200, and OAR is now serving 178 people. No recommendations for changes were made for this budget. Fagineering, RiChard Moring, Present. Requested $553,273; Recommended $450,579. Mr. Tucker said the budget reflects an increase of $108,873 over last year, reflecting an increase of 35.4 percent in salaries, an increase of 53.6 percent in fringe benefit costs; a decrease of 1.5 percent in operating costs; and a 515 percent increase in capital costs; This increase is due mainly to salaries and expenses of the Clerk of the Works and the Capital Projects Coordinator being included in the Engineering budget in FY 90-91, although these costs will be reimbursed from the Capital Improvement Program budget. The baseline budget increases by $13,369 when those two positions are excluded. Other significant increases or decreases include a decrease of $11,445 in the use of consultants; a $4000 increase in the cost of electrical services; and an increase of $1150 in merchandise for sale which reflects an underbudgeted item and larger developments requiring more street signs. The personnel needs reflect a cost of $43,000 for the Capital Projects Coordina- tor, and $39,000 for the Clerk of the Works position, and operating expenses for insurance, fuel, and maintenance of $1550. CaPital needs requested include $1900 for furniture and equipment and $10,!50 for one vehicle. The County Executive recommended funding at the baseline level plus an increment of $95,600 to fund the personnel, operatSng and capital needs of the Clerk of the Works and the Capital Project Coordinator. Mr. Bain said he feels there is a need for the Engineering Inspector II position not recommended for funding because the work is not currently being done by other staff members. He would like to hold this request for further discussion after the budget for the Planning Department is reviewed. There was no objection by the other Board members. Refuse Disposal, Richard Noting, Present. Requested $777,555; Recommend- ed $777,555. The County's refuse disposal is provided at two landfill sites, Keene and Ivy. The Keene landfill which has been operated by the County under private contract is scheduled to close on July 1, 1990. The Ivy Landfill is operated jointly with the City through the City's Public Works Department. Mr. Tucker said although the Keene landfill is scheduled to close on July 1, 1990, regulations impose post-closure requirements on abandoned landfills for a minimum of ten years after closure. The budgeted figure of $35,000 for the Keene landfill is based on post-closure operating expenses for similar sized facilities. The overall Ivy Landfill budget increases by $148,721, reflecting a baseline operating budget of $518,498, plus increments of $224,055. That includes $20,842 for an account clerk to administer County fees, $23,213 for a recycling coordinator, $60,000 for hazardous waste collection, and $120,000 in capital costs. Inert fees will continue to cover the.costs of the recycling and white goods, plus fund the new stump/brush chipper. The County Executive recommended that the proposed tipping fee revenues of $483,305 cover the costs of all new programs totalling $224,055; $46,080 for the Southside Transfer Station costs; and $213,170 be transferred to the Board's contingency account. Southside Transfer Station. Requested $46,082; Recommended $46,082. Mr. Tucker said beginning July 1, 1990, the new Southside Transfer Station will March 26, 1990 (Adjourned Afternoon Meeting) 304 (Page 12) serve residents of southern Albemarle County. A public trash compactor near Keene will serve as a prototype for a new system of waste disposal in rural areas. Hydraulic presses will compact the garbage into small packages that will be hauled to the Ivy Landfill by private trash haulers contracted by the County. The total budget of $46,082 reflects personnel costs of $17,942 for an operator to oversee the operation and $28,740 in operations. The cost to hire private trash haulers is $18,720. The County Executive recommended funding to be recovered from tipping fees. Mr. Tucker said the refuse disposal program is based on tipping fees and staff requests that the Board make a decision today on tipping fees. If the Board decides not to support the use of tipping fees, the new programs included in this budget will be deleted. Mr. Bowie said tipping fees have been recommended by the Solid Waste Task Force and by County staff, and he supports the recommendation. There were no objections from the Board members as to tipping fees. Mr. Bowie asked if the budget for the Southside Transfer Station provides for the type of operation requested by the Board. Mr. Tucker said it does. Mr. Way suggested that the transfer station have operating hours that extend beyond the normal work day that would be suitable to the users. Mr. Moring said other facilities of this type~provide "split shift" and Saturday hours of operation to accommodate evening and week-end users. He said suitable hours will be set for this operation as well. There was no further discussion on this budget. Staff Services, Il Waugaman, Present. Requested $853,073; Recommended $841,693. Mr. Jones said the baseline budget increase of 2.45 percent re- flects a 3.49 percent increase in salaries, a 4.9 percent increase in fringe benefit costs, a 5.6 percent increase in operations, and a 68.7 percent decrease in capital equipment. Significant increases include an increase of $10,000 for electrical costs based on actual expenditures; an increase of $5000 in heating costs based on 1988-89 actual expenditures; a $9700 increase in the cost of fire insurance for the County Office Building; and an increase of $8400 to replace tables and chairs in Meeting Room 12. There are no new programs, personnel, or capital needs included in this budget. The County Executive recommended funding for the baseline budget. included for funding is an increment of $10,880 to lease/purchase a new platemaker and offset press for the Copy Center. Not There were no recox~endations for changes in [his budget. Circuit Court. Requested $50,206; Recommended $49,856. Mr. Tucker said the baseline increase of 7.9 percent reflects a six percent increase in salaries, an 11.53 percent increase in benefits, and a 9.7 percent increase in operations. This reflects an increase of $1000 to begin mailing all forms to jurors from this office and an increase of $300 for books and subscriptions. The County Executive recommended funding at the baseline level. There were no recommendations for changes in ~his budget. General District Court. Requested $11,530; Recommended $9,990. Mr. Tucker said the baseline budget for 1990-91 represents a 17.7 percent decrease in operating costs, due mainly to one-time capital costs in 1989-90 and the elimination of $2300 for Driving Under the Influence (DUI) blood tests now performed by the Police Department. There were no requests for new personnel or capital needs. The County Executive recommended funding at the baseline level.. Not included in this budget is an increment of $1460 to purchase filing storage March 26, 1990 (Adjourned Afternoon Meeting) 305 (Page 13) units and a steel gun cabinet. Mr. Tucker said there is a possibility of using funds remaining in the current year's budget for these two items. ' The Board made no recommendations for changes in this budget. Magistrate. Requested $4,155; Recommended $4,155. Mr. Tucker said the baseline budget is $8310, an increase of $2770. The increase reflects a request for replacement of furniture for the office· The County's share of the total budget is $4155. Funding is split between the City and the County. The County Executive recommended full funding of the baseline budget. The Board made no recommendations for changes in this budget. Juvenile and D~mestic Relations. Requested $34,005; Recommended $34,005. Mr. Tucker said the proposed County share is $34,005, an increase of $902. The total projected budget is $83,538. Included in the contract services line item is $15,525, which includes the City's share of the fringe benefits for one deputy and the salary, fringe and operating expenses for the locally funded new deputy. The County Executive recommended funding at the requested level. The Board made no recox~endations for changes~in this budget. Agenda Item No. 3. Lindsay Dorrier - Grant Application: Regional Drug Prosecutor. Mr. Agnor said Mr. Dorrier has applied to the State Department of Criminal Justice Services for a $67,300 grant to fund an additional attorney and secretary to serve as a regional drug prosecutor. The Charlottesville/ Albemarle Narcotics Enforcement Task Force has been formed by the police departments from the City, County and University. He said this drug prosecu- tor would work in conjunction with that Task Force. The grant is funded solely by Federal and State funds. The Board is being requested to endOrse the grant application, and the County will be the Fiscal Agent for the dis- bursement of the funds. Mr. Dorrier said the criteria for receiving this grant are based on having a drug task force in operation and the support of the community. He is asking the Board to endorse the application indicating the support of the County. Mr. Bain asked if this prosecutor is the same position being requested from the State Compensation Board. Mr. Dorrier said this prosecutor would serve the same purpose but would be shared with the City. Mr. Bowie asked what would happen if Federal funding ceased. Mr. Dorrier said he would seek funding through the legislators at the General Assembly. If that failed, the City and County would be asked to jointly fund the position. Motion was offered by Mr. Bain to adopt the following resolution endors- ing the grant application described by Mr. Dorrier. Mr. Way seconded the motion. Roll was called and the motion carried by,the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. WHEREAS, the number of drug-related arrests and court cases in the Charlottesville/Albemarle area has soared .in recent years; and WHEREAS, the City of Charlottesville Police Department, the Albemarle County Police Department, and the University of Virginia Police Department have joined together to create a combined task force to combat illegal drug traffic; and WHEREAS, Federal funds are available under the Federal Anti-Drug Grant Program for a regional drug prosecutor; March 26, 1990 (Adjourned Afternoon Meeting) 306 (Page 14) NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of Albemarle County, does hereby endorse the application for such Federal grant in the amount of $67,300. Motion was immediately offered by Mr. Way and seconded by Mr. Bain that the County act as Fiscal Agent to distribute the grant funds. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Agenda Item No. 4. Draft Statement for the Highway Preallocation Hearing on the Interstate and Primary Systems. Mr. Bowie asked that Board members submit any changes they wish to make to the Clerk for redistribution in final draft form on March 28. Agenda Item No. 5. Other Matters Not Listed on the Agenda from the Public and Board. Mr. Bain nominated Mr. W. Ivar Mawyer to serve on the Equalization Board, term to expire December 31, 1990. Mr. Bowerman seconded the motion. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None. Mr. Bain announced that has been made a member of the Finance Steering Committee for the Virginia Association of Counties. Mr. Bowie said the Joint Transportation Committee received notification from Mr. Tucker that VDoT has targeted the week of June 25 to hold the public hearing on the Draft Environmental Impact Statement for Route 29 North. Board members expressed concern that VDoT may not hold a public information session as has been announced to the public. The Board asked that staff determine whether a public information session is, in fact, scheduled. Agenda Item No. 6. Adjourn to March 28, 1990, at 1:00 P.M. At 5:20 P.M., with no further business to come before the Board, motion was offered by Mr. Bain and seconded by Mrs. Humphris to adjourn to March 28, 1990, at 1:00 P.M. Roll was called and the motion carried by the following recorded vote: AYES: Messrs. Bain, Bowerman, Bowie, Mrs. Humphris, Mr. Perkins and Mr. Way. NAYS: None.