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1999-03-15 adjMarch 15, 1999 (Adjourned Meeting) (Page 1) O0'0914 An adjourned meeting of the Board of Supervisors of Albemarle County, Virginia, was held on March 15, 1999, at 2:00 p.m., Room 235, County Office Building, Mclntire Road, Charlottesville, Virginia. The meeting was adjourned from March 10, 1999. PRESENT: Mr. David P. Bowerman, Ms. Charlotte Y. Humphris, Mr. Forrest R. Marshall, Jr. (arrived at 2:13 p.m.), 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. Agenda Item No. 1. The meeting was called to order at 2:05 p.m., by the Chairman, Mr. Martin. Agenda Item No. 2. Work Session: FY 1999-2000 County Ol~eratin.q Budget. Budget Overview of Major Issues - General Fund Revenues and Expenditures Mr. Tucker handed out information on a slide presentation he would be showing Board members. He would make some brief comments regarding the overall budget, and then Mr. John Baker, Chairman of the Albemarle County School Board, and Dr. Kevin Castner, Superintendent of Schools, would make comments about the school division's budget. Mr. Tucker commented that the real estate revenues have increased almost six percent compared to 4.7 percent in the current fiscal year, which reflects the reassessment for this year of three and one-half percent or $178,600,000. Personal property revenues have increased two percent compared to ~ v,,, ~,,.* ¥~-, ...... ..,.,,;*~' - '~ ~,,~,,.~;"h* _~ budgeted, decrease of 1.4 percent. Sales tax revenues remain stable at .2 percent, but the meals tax has generated $800,000 in additional local revenue over the $2,300,000 projected, which makes an almost 35 percent increase. Overall, local revenues increased by $5,200,000 or 5.7 percent. Categorical state aid increased by $1,200,000 primarily due to the additional funding received for law enforcement (599 funds). Categorical federal revenues increased by $400,000 or 15 percent mainly for additional social services categorical needs. He then mentioned the per capita real property tax where there is a declining reassessment increase. It has still increased by three and one-half percent, but compared to 1991 when it was 22 percent, it is a fairly significant change over the last nine years. Per capita personal property is relatively the same, and although there was a two and one-half percent increase, it has leveled out again due to the market. Sales tax is also level, and although there was a significant increase in 1997-98, since then it has remained fairly level. There are some bench marks in state revenues. In 1994, there was a good increase due to the recordation fees, and it has increased fairly steadily through 1998 with social services Juvenile Justice funds. He also mentioned that the major increase in 1999-2000 is primarily due to the 599 funds. Local government's contribution to constitutional officers funding is increasing at a faster rate than the state's funding, and federal revenues have increased primarily due to social services funding. Mr. Tucker next referred to other revenue sources. The Fund Balance for the year beginning in July will start with $14,800,000, less mid-year reappropriations of $1,400,000, which makes a current Fund Balance of $13,400,000. He noted that a commitment has been made to the acquisition of conservation easements (PDRs) of approximately $1,500,000, and there is $300,000 plus committed for tourism funding. The estimated Fund Balance now is approximately $12,900,000 which the Director of Finance believes is necessary for the County's cash flow, so at the current time, there is no unallocated fund balance. This will change at the end of the fiscal year, and there will be some additional revenues over projections as well as savings in expenditures, so there will be additional Fund Balance monies at the end of June, 1999. Mr. Tucker next discussed reserves in one time savings that can be allocated. He has put in reserve $200,000 that is unallocated at the current time. He said approximately $150,000 in one time energy savings has also been identified from the school budget, and the school division has already reserved in its budget almost $59,000. He then mentioned that if the Board would like to consider a rate decrease in real or property taxes, one penny on the real property tax equates to approximately $600,000 and on personal property taxes, one penny equates to approximately $50,000. Each $50,000 increase or decrease in real estate value equates to about $5.00 in taxes for each penny increase or decrease. If a person has a $200,000 home, it would involve a $20 change for each penny rate increase or decrease. For a $250,000 home, there would be a $25 change. (Mr, Marshall arrived at 2:13 p.m.) Mr. Tucker next talked about drivers of the base line costs. The primary budget drivers involve the four percent performance pool which is equivalent to over $600,000 as well as increases for constitutional officers of four percent and 9.3 percent totaling $114,000,000. There were also full year ' costs of positionS that were added in midyear at $185,000, and a revenue loss of $56,000 at the federal March 15, 1999 (Adjourned Meeting) O'0OO~-~ (Page 2) level for the COPS program'that ~iit ~'~ t~ ~ ~'i~' ~ b'~ the County. The County gets funding for the COPS program over a three year Period, but each year the federal revenues decrease, and the local government picks up the remainder of the funding. He stated that anticipation of health insurance increases will be about $56,000 for the local share, and it is a five percent increase for the agencies at $347,000. There is also an increase in the transfer of funds to the Tourism and Bright Stars Programs of $190,000. He emphasized that these are the major categories driving the County's budget increases. Mr. Martin inquired about the transfer of funds to the Bright Stars Program. He asked if this involves only one other school. Mr. Tucker answered affirmatively. There are also some increases in committed costs such as the capital program. He said $146,000 has been added to the capital program, and the school division's Debt Service has also increased almost $900,000. This year a Debt Service Reserve Fund has been created for general government projects such as the Juvenile Court expansion and other capital projects. He felt a Debt Service Reserve should be started if this Board, as well as the voters, approve going forward with borrowing money for this project. He has $200,000 already allocated to this item. In addition, revenue sharing increased by $267,000. Mr. Bowerman asked if the $200,000 allocated to the Debt Service Reserve is to determine the County's bond rating, etc. Mr. Tucker rePlied that it would not totally cover the cost because it would depend on what is approved in a bond referendum. The reserve is there to start paying on the Debt Service, and this amount will help reduce the funding needed, if certain projects are approved. If any revenue is left in the Board's Budget Reserve Fund that is not allocated, he would recommend it be allocated to this Debt Service Reserve. Ms. Thomas asked if the amount in the Reserve Fund would reduce the bond referendum by $200,000. Mr. Tucker answered that it could reduce it for Debt Service. Ms. Thomas stated that this amount could be regarded as a source of operating funding for this year. Mr. Tucker concurred. The revenues can be moved around at this point as the Board members so choose. Mr. Tucker then continued with his presentation by stating that a phYsical overview of total revenues indicate an increase of approximately $10,000,000, and total expenditures have increased by the same amount. Included in the Board members' information is the breakout between general government and the school division as well as self-sustaining and non-departmental funds. Mr. Tucker said the County's mission is to promote general well-being and enhance the quality of life for its citizens. The County's goals involve a high performance organization focused on quality improvement with the belief that there should be a strong customer service focus as well as an active and effective leadership development model, which has been initiated, and a highly recognized and satisfied well compensated workers. The major areas of emphasis linking to the County's strategic plan include contiguous quality improvement, customer service, public safety and human development. Growth and land use management has been addressed as well as funding of technology needs. Ms. Thomas noted her appreciation of having the Strategic Plan included with the budget. Mr. Tucker stated that he would end his presentation at this point, so the school division representatives could discuss their budget. School Division Mr. John Baker, Chairman of the Albemarle County School Board, referred to Ms. Thomas' comment that she was pleased to have the Strategic Plan included with the budget presentation. The Strategic Plan is one of the components of the School Board's budget, as it always has been, and the basis of the School Board's budget is the Six Year Strategic Plan. The School Board's and Superintendent's priorities involve looking at the short term, or one year, requirements of the school division and developing the priorities that the Superintendent and the School Board are going to be focusing on for that year. These are reviewed semi-annually, and then the school system rates itself, and the results are published. The last component incorporated in the budget is the School Improvement Plan. This gives school officials an opportunity to hear the community, teachers and parents in the schools with the School Board members participating. The School Board gets the idea that the citizens in each magisterial district feel the schools are improving. He reiterated that the basis of the School Board's budget is the Standards of Quality, which is the law for operating schools in the Commonwealth of Virginia; the Strategic Plan, the School Board's and Superintendent's priorities; and the School Improvement programs for each one of the schools. If the Superintendent cannot justify that the requests being made apply to any or all of the things on which the budget was predicated, then the requests did not receive very much credibility in the eyes of the School Board members. Anything being presented to the Board of Supervisors can be tied to any of the foundations he has mentioned. It is important for the Supervisors to understand this fact because this is how the school system is presented to the community. Mr. Baker said he is not going to talk about money amounts this afternoon, because the Supervisors already have this information. He is going to talk about the philosophy, and he will discuss how the budget process is developed. Staff reports begin in June, and there is a Board retreat in July. At this retreat, Board members review the short term or annual priorities. They ask the question as to how March 15, 1999 (Adjourned Meetifig) ' : - (Page 3) they did as a Board and as a school di~i~:, ~1 th~ '¢esu ts are published for members of the community, so they can have the benefit of how well school officials carried through the short term goals. The School Board continuously gives direction to the Superintendent, not only at budget time, but at all of the work sessions. When staff makes a presentation, School Board members feel it is a function of the Board to continually give the policy by which the Superintendent is going to operate the school division. Mr. Baker said over 20 hours are scheduled when the budget is exclusively the subject of the discussions. He then referred to the School Board's public hearings dealing with budget related items. They are continuous and one of several milestones. The budget process is continuous until April 15 when the budget is approved, and whatever the Board of Supervisors approves, is how the school system is operated for the coming year. None of the initiatives are new items for consideration in this budget. All of them are reflected in the Standards of Quality, and all of them are referred to in the Strategic Plan. All of them are reflected in the Board's annual priorities and the School Improvement Plans are reflected in some way in those areas. The School Board attempts to get the projected revenues from the County Executive's Office in October. However, in the meantime, the school officials have introduced and approved the short term annual goals again, and they try to work with the projected revenues. The School Board asks the Superintendent to compare what the Superintendent is able to do with the projected revenues, as well as what has been promised to the community, what has been mandated by the state, and the current needs of the children. The school officials then try to balance all of these things. In a perfect world, the balance will be perfect and the projected revenues meet every need, but most times this does not happen. The Standards of Quality relieves School Board members from fabricating, padding or embellishing School Board budgets with areas of concern that don't exist and are not part of the educational plan for the Commonwealth of Virginia. It is now clear to everybody as far as what the Commonwealth of Virginia expects a quality school division to have. The School Boards have welcomed the Standards of Quality, if for no other reason, than to set the philosophical and statutory grounds for school boards to come before funding authorities and ask for support. Fortunately, Albemarle County has been supportive enough of education in the past that it meets most of the minimal standards that are delineated in the Standards of Quality. When the School Board members bring needs to the Supervisors, they are talking about the difference between a good school division and an excePtional school division, as well as a quality school division. Otherwise, there would never be the situation where there would be a request made of the Board of Supervisors which would exceed the projected revenues. The School officials would be content to indicate that these are the dollars they have, and since good enough is well enough, the other things will not be considered that will make Albemarle County an exceptional school division. The imbalance represents the difference between the projected revenues and what the School Board and the school division feel are areas of emphasis and areas of funding that will address the Standards of Quality, the Strategic Plan, the School Improvement Plans and the needs of the citizens of Albemarle County and their children. The information on all of these things has been provided in the budget books with dollar amounts beside each one. Mr. Baker said he is not a financial planner, but he is a visionary, and he thinks he understands what it is that causes the School Board's budget to come to the Board of Supervisors in the form it does and hopefully he will be able to explain it. If he can't, the staff can explain why the items exist in the budget and are presented to the Board of Supervisors as the budget authority for Albemarle County Schools. He loves Albemarle County, and he moved back here, but if first year teachers are attracted to Albemarle County who have gotten college loans, the starting salary will have to be increased. All over the United States there will be a shortage of teachers, but there will particularly be a shortage here, if the dollar amounts are not met that are necessary to attract people to Albemarle County. He is enthused and enamored by the Blue Ridge Mountains, the Shenandoah Valley and the history of Thomas Jefferson, but it has been a long time since he left college and was looking for work to pay off his debts. When there is a $5,000 to $8,000 differential in starting salaries in Albemarle County, people are not going to come here. It has not been possible to replace the head of the mathematics department at Monticello High School. There are math needs in several other schools at this time and that particular specialty is glaring in the inadequacy of the pool from which to draw. He said what is paid to attract teachers and how existing teachers are treated is going to be very important. Mr. Bowerman stated that he attended the meeting where the math replacement at Monticello High School was discussed. He inquired if the school system has the ability to attract an individual at whatever salary level is necessary to fill a position. Mr. Baker said there have been a number of people who were former teachers who have worked on an interim basis, and they spend two or three weeks at a time in the math position at Monticello High School. However, there has been no one who has been permanent in that position. Dr. Castner agreed with Mr. Baker, although he indicated that school officials are unable pay individuals beyond their placement on the salary scale. Mr. Bowerman said he was shocked when he heard Mr. Baker's statement at an earlier meeting that he was unable to fill the mathematics position at Monticello High School when it became vacant. He thought there was enough flexibility in the school system's structure to attract people at the necessary salary level. Dr. Castner replied that at the present time this flexibility in the Albemarle County school system does not exist. As shortages in specific departments are addressed, other school systems, particularly in Northern Virginia as well as other states such as Massachusetts, are offering specific bonuses in specific areas. Mr. Baker pointed out that Massachusetts is offering a $20,000 bonus for 0000 ? March 15, 1999 (Adjourned Meeting) (Page 4) anyone who will teach in the inner cities for a Certain number of years, but Albemarle County has not introduced such bonuses. Mr. Bowerman asked if a person with a number of years experience is paid the same as a first year teacher in Albemarle County. Mr. Frank Morgan, Assistant Superintendent for Support Services, answered that teachers are paid for their years of experience, and this is different from a lot of school systems. Mr. Bowerman commented that it appears the money being offered for the math position at Monticello High School has been insufficient to attract the quality individuals for which the school system is looking. Mr. Marshall stated that during every budget cycle he mentions supply and demand. He wondered why all the teachers have to be paid the same thing, particularly when there are ten applicants for other positions, but there are no math teachers available. A stipend or bonus program will have to be started to attract math teachers, because a lot of them are going to be attracted to business. Mr. Bowerman remarked that he understands Mr. Marshall's point. However, he would like to talk about the one vacant math position because he would like to know the nature of the problem. He is wondering if the applicant pool has been sufficient, and there were qualified candidates, but the County was unable to attract them, or, if there were no qualified applicants. Dr. Castner responded that a qualified applicant was found, but the person was under contract to another school system. The other school system would not release this person until a replacement could be found. However, no one can be found in the other school system's applicant pool to replace this person who teaches some of the upper level math courses. Albemarle County officials may have to change the way people in certain areas are hired if it reaches the point that there cannot be qualified instructors in the classrooms. This problem was brought forward a few years ago, but now there are national shortages. He commented, though, that this is the first personal example that is causing some concern. Mr. Bowerman asked if the other school system could find someone to replace the teacher, would she still be available to Albemarle County. Dr. Castner replied affirmatively. Ms. Thomas said school officials have stated that something may have to be done as far as stipends or bonuses are concerned to attract teachers in certain areas. She wondered if there a reason it can't be done at this time. Dr. Castner answered that under the current structure if a person qualifies for a certain amount of money on the salary scale, in deference to teachers already employed in other areas in the C,ounty, school officials have not offered stipends or bonuses in order to attract teachers to certain departments. Although, he believes in weak areas such as special education and math, this is something that will need to be addressed and examined closely. He emphasized that he is not saying it will never be done, but under the current situation it has not happened. Mr. Marshall said he keeps going back to supply and demand, and it may mean a stipend or a bonus. He has been mentioning this for 16 years, but the Albemarle Education Association (AEA) members as well as others, say everybody needs to be paid the same thing. He wants to know why it can't be done, and he asked if Albemarle County's children will have to go without things because of this situation. Mr. Baker replied that this matter will be put on the School Board's agenda in order to get approval from the other members to consider it. A staff report will then be done to find out why it can or cannot be implemented. Mr. Martin stated that part of the reason relates to the commonality issue. He does not see why everybody cannot move forward together to create a solution for the whole system. Mr. Baker mentioned the level of academic preparation required to be a certified math teacher, and he wondered what it would take to get the person who takes those credits into the stream of education. When someone is required to take 30 hours of math, chances are the person is not even in the School of Education, since he or she could be in the engineering department or the science department. He went on to say there could be a person, though, who has not just graduated from college who is enamored by the Blue Ridge Mountains or the Shenandoah Valley. That person might come to Albemarle County and he or she will not be driven by those initial salaries. He thinks the veteran teacher interviews in the school system are very important, because it is a different pool of people from which to draw. Mr. Marshall referred to Dr. Castner's comment about the scarcity of special education teachers, and he mentioned the problem if all of a sudden the County could not find English teachers. Dr. Castner said the school officials are going to try to solve such problems, particularly relating to the math position at Monticello High School. Ms. Thomas inquired if a bonus could be offered to a person to fill the math position at Monticello High School within the County's present budgeting process and personnel guidelines. Dr. Castner replied that he would have to convince the School Board members to do so, and they would have to waive their own Practice, although it has not been done before. Although, a case could be made when it comes to having qualified teachers for the children. Mr. Baker noted that Mr. Marshall has made another case about the commonality issue. Mr. Tucker said this can be dealt with, because the same thing is happening with certain positions in local government. A bonus is attractive since it is a one time thing, and it doesn't impact the staff through compression. He added that when there is a bonus or stipend offered to a person to get him or her to sign a contract, a new employee will not be moving over present employees or getting on the same salary step with them. This is a better approach. He has been talking to some department heads who are March 15, 1999 (Adjourned Meeting) O O O O'~ ~ (Page 5) having similar problems, but such problems are not everywhere. Perhaps five years from now, stipends or bonuses won't be necessary, but now with the current unemployment rate, these types of things may have to be considered. Mr. Martin asked if Mr. Baker is finished with his presentation. Mr. Baker responded that he had a few other comments to make. He noted that there have been problems filling custodian's positions as well as positions for bus drivers, and he agreed that stipends and bonuses should be considered for certain areas. Because of class sizes, additional teachers need to be considered. In addition, foreign languages have been problematic in Albemarle County, although there are very strong and solid programs in the European languages. If youngsters are prepared to operate in a modern world, they probably need to be taught some languages that are at least written and spoken at greater levels of the total world population. He suggested that additional languages need to be taught, such as Chinese or Japanese. Albemarle County teachers are required to be fully certified for this school division, and currently they are paid an initial tuition assistance of $100 a year. This tuition is about 1/3 or 1/4 of the amount needed depending upon the course requirements that teachers are asked to gain in order to retain or gain their certification. The state review forecasts have been generally what was anticipated, and school officials are grateful for the support received in the increased revenues for inclusion in this budget. Mr. Baker then asked the Supervisors to refer to the School Board briefs they receive. They are excellent, and there are not too many school divisions in this state that publish more briefs than Albemarle County or ones that are as succinct, compact and timely. School Board members are available to the Supervisors and their constituents in each magisterial district. However, he is the at large member to the School Board, so he is available to talk to everybody in every district. There is a monthly breakfast meeting with the chairs of the different boards, and school officials try to provide levels of communication without too much intervention. He noted that there is nothing produced by the School Board that a copy is not sent to the Board of Supervisors. The President of the Board of Education is coming to Albemarle County on April 1, 1999, and invitations will be sent to the Supervisors to join the School Board members as they proudly show off the fine schools in Albemarle County. Mr. Baker went on to say the school system is such an intregal part of the community and a major portion of the budget, that perhaps school representatives should have ten minutes allotted to them at every monthly Board of Supervisors meeting. During these few minutes school officials could report about things on which they are currently working, as well as the school system's current successes, and they could also show the milestone of the budget where they are presently. The Supervisors would have current information as to how the community's funds are being spent and whether it is being done effectively, and they could correct the school representatives in progress. He said quarterly joint meetings would also be appropriate. He is going to recommend this to the other School Board members, and perhaps it can come as a formal request to the Board of Supervisors. He would also like to inform members of the Board of Supervisors as to how Albemarle County's children performed on the Standards of Learning tests. Albemarle County schools have always been better than average. They are outstanding and leaders in the State of Virginia. He then referred to the Literacy Passport Test where in each case there are additional things that need to be done better. They need to be done for all of the children. Nonetheless, the children have always performed in the upper quartile of any measure. On the Norm Reference Test, Albemarle County children have always performed well, and when the Standards of Quality were being introduced to Albemarle County, it was just another opportunity for the County to show how capable it is to meeting the challenge. The first tests are out, and Grade Three is in the top quartile in the state in three of the four SOL tests. In Grades Five and Eight, the children ranked in the top quartile in six of the twelve tests. In high school, the children ranked in the top quartile in eight of the 11 tests and in chemistry Albemarle County ranked five in the state. Overall, of the 37 tests administered, Albemarle County scored in the top quartile in 17 of the tests and in the top half in all but three of the tests. The School Board nor the school division has squandered the trust the citizens in Albemarle County have placed in them, and he noted that those dollars beyond the projected revenues are tied closely to the Standards of Quality, the Strategic Plan, the School Board priorities and the School Improvement plans. The School Board members will appreciate any assistance the Supervisors can give them. Ms. Thomas asked for more discussion on the unfunded priorities. Dr. Castner replied that the handout given to the Supervisors has this information and justification. School officials would be happy to address any of or all of these unfunded priorities. Ms. Humphris asked the per student cost of education in Albemarle County. Mr. Bowerman pointed out that there is a per capita cost in the information put out by the state, and Albemarle County is about average in the per capita expenditure per student. Dr. Castner said the per pupil cost is $6,800, but he is unsure about the per capita cost. Mr. Marshall inquired if the $6,800 per pupil is the actual cost, after consideration is given to the retirement and insurance monies. Mr. Tucker answered affirmatively. Mr. Marshall said he had a figure of $7,200 given to him recently, but he does not know where the person got such information. Mr. Bowerman stated that Albemarle County has such a good educational system that people locate here because of it. Albemarle County is wealthy in terms of real estate values, so even though 62 March 15, 1999 (Adjourned Meeting) (Page 6) cents is a Iow rate assessment rate, it produces a lot of revenue. OOOO_19 He was trying to figure out a way to equate what the County is spending per pupil to other counties in Virginia and how it relates to the testing that is being done. Mr. Martin said he believes Mr. Bowerman would like to see a list of all the counties in the State of Virginia and the amount they pay per pupil and then, if possible, connect this information to one of the tests. Mr. Martin said such information would show whether or not a school system that is spending $9,000 per student, is testing better than the system that is spending $4,000 per student. Mr. Bowerman stated that he is getting conflicting messages from the public. Many people locate here because of the County's educational system, but it seems the educational system doesn't deliver enough. Yet, the County school system receives good scores so school officials are obviously being efficient in the use of the money. He is trying to discover the real issue. Dr. Castner remarked that he looks at the issue differently, and he explained that the Standards of Accreditation is raising the bar of success for all students in the State of Virginia. The school system is currently getting 80 percent of its students to their appropriate grade level. This means that there are 1,200 students in the second grade who are not reaching grade level, but in comparison to some other school systems, that is a good percentage. However, in comparison to where Albemarle County should be as far as every child reaching his or her grade level, this has not yet been accomplished. The County will not be getting better without doing something more in focus to try to address the problem. For example, there will be 1,000 elementary students in summer school as opposed to the usual 700, because school officials think it is important to spend more time on reading in summer school. The challenges now are increasing and the expectations are greater. If each year the County is showing some success under the SOLs, still more needs to be done. As the standards have changed, County students are also being expected to reach levels they have never reached before. He gave an example that six or eight years ago students could graduate from high school taking only general math. Now, to graduate from high school, not only do students have to take algebra, they have to pass the test. Not only is the County trying to do a good job instructionally, but school officials are being asked to do more. Reading success has increased from approximately 6.5 students out of ten to eight out of ten in the last two or three years, since the bar of success is higher. He emphasized that there is a new expectation throughout Virginia that is rethinking some of the efforts in education around results, and he does not think it is bad thing. Mr. Bowerman concurred with Dr. Castner's comments, but he does not know how much Albemarle County should be spending on education. In all of the discussions, there is a dollar amount based on anticipated revenues. The School Board indicated it needed to spend $900,000 in order to achieve its goals, and he wondered, for example, if this is half of the amount needed. He reiterated that he does not know how to determine the amount of money that should be spent on education. Dr. Castner remarked that when a budget is equated to how much revenue is available, contests are involved. He explained that one contest is whether or not to maintain the same class size as in the past, if there are going to be additional students. If there is not the student growth, then perhaps the school system should get less funding. Because of the growth in Albemarle County, that is one of the dominating factors. He then mentioned salaries where the question has to be answered as to whether or not Albemarle County wants to equal the beginning salaries of Fluvanna County and Charlottesville. This year, for the first time, it will be less, and he asked whether or not Albemarle County wants to remain competitive. Albemarle County has $400,000 in the budget for mandated special education that the County has to fund. If the school system gets $3,000,000 of new funding, $400,000 of it is going to be spent on something that will not be seen in salaries, nor in class sizes, nor in other areas. The comment to the community will be that some things cannot be done, if competitiveness and class size are considered. Although class size is one of the strengths of the school system, it is being weighed each year. He then referred to the issue with parents, where they are asking for additional focus on certain programs whether it is foreign language, the arts program or gifted services. The children not reaching grade level are the children school officials usually hear about, and they try to take care of them in some of the programs. Mr. Baker emphasized that a decision cannot be made as to how much will be spent on education by looking at the population and equating it to per pupil cost. It could only be done if there is a homogeneous population of students. There are rural and urban schools, etc., in the County, and one percent of the students don't have indoor plumbing. There are students with great needs, and there is one school where the student turnover is 40 percent, so it is impossible to develop a uniform plan. He noted that the students in one school in the County come from homes with 30 different languages. It would be great to be able to report that $1.00 gets one grade point on a certain test if the student has a certain intellectual capacity. However, this cannot be done, because in each school there are disparities between children who come from homes where there are books and those who do not. He also noted that statistically one of the most significant factors as a predictor in the success of youngsters is for the mother to be a college graduate. Mr. Bowerman stated that he is not being critical. He and the other members of the Board of Supervisors make decisions based upon information they have which they have examined and believe they have made the proper decisiOn. He believes the budget brought to the Supervisors reflects the School Board's evaluation of where it is presently, based upon facts, and there is a lot involved in the School Board's recommendations. The School Board looked at its priorities, the Superintendent's March 15, 1999 (Adjourned Meeting) (Page 7) 00002:0 recommended budget and the resources allocated to the school system, and then indicated that the unfunded items were necessary additions. Mr. Baker called attention to an item that referred to full funding. He said, though, it represents only partial funding, and the item referring to additional teachers represents only partial teachers. This is also true in some of the other areas. If the School Board operated strictly on the recommendations, the budget would probably be $3,000,000 or $4,000,000 more. Summer school is specifically prescribed as a measure that each school division in the Commonwealth must put in place for children who are not successful. The School Board is trying to take care of most of this expense, and did not even present it as an item for full funding. Mr. Marshall stated that he has no idea how much money is spent on a child, and he gets conflicting reports on whether or not the County school system can compete with other places. He assumes it is the same type of situation as businesses hiring people away from other businesses. He then mentioned that $6,800 was reported as the amount required to educate a child in Albemarle County, but he doesn't know how this can be compared to other counties. The County has a high tax rate because the assessed value of real estate in Albemarle County is a lot higher than in Fluvanna, Greene, Nelson or any of the other counties. He mentioned that citizens are also being taxed at 97 percent of the assessed value. When he first came on this Board, people were being taxed at 60 percent of assessed value, and the City of Charlottesville was doing the same thing. Even though a 62 cents assessment rate appears to be small compared to $1.17, it is high when compared to an income an individual has to have to live in a particular house. His concern relates to the individual who has to pay this tax, and he wondered where it will come from for people on fixed incomes, as well as working people who are not professionally educated. He then asked for a comparison of the $6,800 per pupil cost to another school division. Dr. Castner responded that Charlottesville City is somewhere in the $8,000 range as far as per pupil costs are concerned. Albemarle County has 740 square miles which means seven percent of the schools' budget is in transportation costs. Charlottesville has ten square miles, which involves two percent of its budget. He stated that because of this, Charlottesville is able to contribute more money to the student. When the situation is examined closely, it isn't as clear. Dr. Castner remarked that AIbemarle's property tax of 62 cents seems Iow in comparison to other jurisdictions. However, Mr. Marshall has mentioned that AIbemarle's assessment rate is probably different from others, so if the funding does not come from one place, it could be coming from another. This is why some of the figures give a reality check on whether or not there are enough teachers, and whether or not class sizes will be increased, as well as what is being done with student learning. He added that this is why it is not easy to answer the question directly. Even if he did answer it, someone else could look at the situation from another point of view. He noted that growth is the main thing impacting this budget more than anything else. If growth was not impacting the budget, the School Board would be able to fund some of the programs that people in the community have been requesting. He thinks Albemarle County is doing well in comparison to other places because of its growth, while still maintaining class sizes. Class size seems to be the thing everyone has chosen not to trade. Mr. Martin remarked that the School Board's budget summary was excellent. It explained exactly what was being requested, why it was being requested, and what the results would be if the request was not approved. Mr. Perkins asked what particular jobs would the compression in the salary scales actually address. Mr. Frank Morgan, Assistant Superintendent for Support Services, responded that a set number of positions with local government and the schools were identified a couple of years ago, and a three year plan was set up to address those specific positions. Mr. Perkins asked if some bus driver and custodian positions would be addressed. Mr. Morgan answered affirmatively. Dr. Castner stated that ap'proximately $40,000 is necessary for this compression. Mr. Perkins mentioned that Monticello High School's budget increased approximately 28 1/2 percent. He asked if this is because of increased enrollment. Dr. Castner reminded the Supervisors that only half of the senior class was at Monticello High School in the beginning because students were given the option of staying in their original school with their classmates. Monticello will maintain the same staffing ratio as before, but next year the entire senior class will be involved. Mr. Morgan noted that Monticello's enrollment is going up significantly next year because of the senior class and a fairly large ninth grade class enrollment. He added that the redistricting ends next fall. Dr. Castner said there has also been an increase in population projections. Mr. Perkins stated that he has been reading about the City's decrease in enrollment, and he wondered if there are things the City and County could be doing together. He doesn't know if this is possible, but the orchestra program seems to be an area where this might be considered. Dr. Castner reported that County students have the option of going to the City schools, and the County has lost some students to the City because of the orchestra program. He pointed out that 70 students chose to go to the City last year, but the County still had an increase of 50 more students than was projected. However, the City arrangement has caused some impact. The County officials have inquired about using some of the City's space for alternative education, but the City is renting a facility for its alternative education, so he is unsure about the space situation. The PREP Program which deals with emotionally disturbed students, as well as a regional program for disruptive students, plus a gifted program have been considered to try to 00002:2 March 15, 1999 (Adjourned Meeting) (Page 8) find ways to save money. This past year, students were exchanged, and last year there were seats in the alternative school and seats were offered at Murray High School. He noted that the Superintendent of the City Schools has tried to work with him, but Dr. Castner would like to see more progress along these lines. Mr. Bowerman inquired if the 70 students who transferred to the City schools did so because of the Strings Program. Ms. Diane Ippolito, Assistant Superintendent for Instruction, answered that some students went to the City because of the Strings Program. However, others chose to go there because their parents worked in the City, as well as for other reasons. Mr. Bowerman wondered if the students went for specific program offerings and not for full class days. Ms. Ippolito replied that these students went full-time to the City schools. Ms. Thomas stated that 70 students seems to be a lot, and she asked if the number is increasing. Ms. Ippolito responded that the big draw is that the Parents are working in the Charlottesville City system. However, there were some going there because of program reasons. Mr. Marshall asked if there is a trade situation between school systems. Dr. Castner answered that Albemarle County has been very restrictive because of the growth impact. Charlottesville City officials have done what they can do to market their schools, because of their decrease in enrollment. They have also decreased their tuition fee in an effort to keep their classrooms full. Ms. Thomas commented that when she goes around to the different schools, she hears of situations where class sizes are too large. She is assuming the first bullet in the information given to the Supervisors by the School Board is referring to this situation, and she asked if she is interpreting the budget information correctly. Dr. Castner stated that he feels equity does not mean equal. Ms. Thomas agreed that there are some classes with greater needs. She is in favor of the program that recognizes that children have greater needs in some of the schools. Dr. Castner responded that school officials are trying to balance out the impact created when class sizes were decreased at the schools which had more diversity. The Staffing Committee suggested that some of this needed to be paid back to the other schools which were affected by this situation, while still maintaining the lower class sizes at Yancey and Walton, etc. Ms. Thomas mentioned the parents in her district who feel so strongly about the need to have art and music offered that they have put in a tremendous amount of volunteer hours in order to make sure the programs are in the schools. She asked if the second bullet is to make sure these programs are funded as much as possible in all the schools by the County and not just handled by parent volunteers. Dr. Castner replied that next year there will be a required standard recommended by the Elementary Task Force. There are a few schools where staffing isues have to be considered, and school officials are working on a transition that would not have such a negative impact on staff. If such a curriculum is going to be taught, it should be offered with certified employees. Ms. Thomas emphasized that she admires the volunteer parents who have worked with these programs, but she thinks as a public school system, these types of things should be provided. She has been impressed with the need for English as a Second Language (ESOL), because there has been a tremendous increase in languages. She also noted that now these students have to take the Standards of Learning exam, and they are only allowed one waiver. Most of these students' parents are bright people who are coming as graduate students to the University of Virginia. A majority of the students could probably do quite well on the Standards of Learning exam if they have a command of the English language. However, without a command of the English language, they will be pulling down Albemarle County's scores. It will look to the state as if certain schools are really bad, if there are a lot of students who don't do well on the Standards of Learning exam, but it will be because the County is not giving these children a good basis in the English language. She inquired if this program gives such a basis. Dr. Castner replied that the program has been enhanced more so than in the past, but school officials feel they have fallen short, because there has been such an increase in the need for English as a Second Language. The budget has over $60,000 included for part-time help, but it is one of those areas that is competing for funds. If the school system receives any additional money through any type of revenue source, this program is something the School Board will have to examine. His recommendation to the School Board will be to look at the positive relation to the impact on students. Ms. Thomas inquired if Dr. Castner feels it is a successful program, in terms of judging the school system's curriculum. Dr. Castner answered that he thinks the program was more successful last year. Loreli Damron is now working with the County's ESOL program, and before there was not even a staff person supervising it. He thinks it has made some very positive gains, and he is pleased with it. Ms. Ippolito agreed. She said excellent criteria has been developed, and the school officials feel as though they are on the right track. Mr. Bowerman asked if the Strings Program is included in the $900,000 budget figure, and if so, he wondered where it is shown. Dr. Castner answered affirmatively. He noted that $46,000 is the amount shown, but there are two parts involved. He said $20,000 will be used for the initial development of the program, but the remainder of the money is to replace band instruments. Mr. Bowerman inquired as to what the $20,000 for the Strings Program includes. Ms. Ippolito responded that it is for half-time teachers to begin working in the middle schools to establish the program. Mr. Martin pointed out that there will also be fund raising for this program. Ms. Ippolito said the staff will try to develop grants, and one of the requirements for grants is that there is already some money in the School Board's budget to support the March 15, 1999 (Adjourned Meeting) (Page 9) 000022 program. Mr. Marshall wondered if $20,000 or $46,000 is associated with the Strings Program. Dr. Castner replied that the $20,000 will have a direct impact on students, and the other amount to replace band equipment will be long term. He explained that these two items were put together because they both affect the musical program. Mr. Baker questioned if the other $26,000 would fund the replacement of band instruments. The tubas at Albemarle High School have been there since the school opened. All items on the list of unfunded initiatives have been prepared and discussed by staff, School Board and parents. Mr. Bowerman said he is assuming all of this has happened, and that the School Board made very hard decisions. However, he was trying to get a feel for how this decision making process happened. Ms. Thomas commented that when she was on the School Board, one of her daughters was identified, along with other children in the County, as being gifted. Albemarle County did not have a program at the time, so the children were invited to a School Board meeting, and they were given a plaque. When she left the School Board, she was also given a plaque from the Gifted Advisory Committee which indicated that she received it because there was still no gifted program in place. This was in 1984, and it is frustrating to see that the gifted program is still an item beyond the currently projected revenue. She realizes the County has a gifted program now. She then asked for discussion on the bullet relating to the gifted program, and she wondered if this funding is made available, will the County have a complete gifted program in place. Ms. Ippolito stated that the County has a gifted program across the division. This is part of a five year phasing to get a full time gifted resource person to work not just with gifted youngsters, but to also work in the classrooms. Ms. Thomas inquired if the funding requested would get the program to that point. Ms. Ippolito answered, "no." She said this funding is for Phase II which goes through the year 2003. It started last year, and the goal is to get 12 full-time employees over the whole six year period. The amount being requested this year is $106,000 which is for 2.6 full-time employees. Next, Ms. Thomas referred to the secondary alternative education item. She mentioned that for years, the County has had Murray School for this purpose, and the City has also had an alternative education system. She then asked for an explanation of the proposal for alternative education. She wants to make sure there is no duplication, and that the County is taking advantage of existing services. Dr. Castner replied that he would prefer to merge into a common program with the City, but space is not available, and a regional alternative education program with several other school systems is now being considered. Middle and high school principals are reporting that there are five to ten students they are having trouble addressing academically and also behaviorally. Mr. Bowerman mentioned a regional program for alternative education that is being done in a county close to Buckingham. Dr. Castner answered that the County would have to pay for transportation, as well as the program, and it would not be cost efficient. He is estimating the Charlottesville program to be $9,000 to $10,000 per student. The County is trying to develop a program that costs $6,000 per student, because the desire is to keep the amount in proportion to what is being paid for the regular student. These students are taking away from the academic atmosphere in these schools. He also mentioned that there is an unfunded Request for Proposal (RFP) relating to this item, and this is the fourth year he has had a request from principals for this program. There is a program at Murray High School, and it is for students who are really having discipline problems. Ms. Thomas inquired as to what is being done with these students currently. Dr. Castner answered that some are being expelled and some are not part of the County system, anymore. School officials do not think this is the answer, and they would like to find programs that could be done at Walton Middle School. There is a school within a school at Walton. Yet, the Walton staff would like to use its resources for some of the other students. He does not think Albemarle County's problems are of any greater proportion than they are in other places, but they are a part of the school system. Mr. Martin recalled that there was a regional Alternative Education Program some years ago, and it was a disaster, so the County pulled out of it. He suggested that if a regional program is developed, careful attention should be given to allowing one locality to run the program and the other localities to use it. He does not think a combined operating process will work. Dr. Castner concurred that he is aware of some unsuccessful programs, but he hopes experience from the ones that didn't work will help the County staff not to make the same mistakes. Mr. Marshall inquired if the School Board has a contingency plan, should the Board of Supervisors decide to put $1,000,000 of the $89,000,000 in reserve. Dr. Castner explained that the process used to get to the amount of this budget involved the Leadership Team, teachers, parents and the School Board. If the budget was decreased by $1,000,000, it would mean a step backward, and the same people would be involved. He wouldn't be able to tell the Board of Supervisors at any given moment where these people would want to cut the budget, because he would want to go through the correct process. When the Supervisors asked the School Board to come up with $1,000,000 a year ago, they started implementing various things such as thermostat controls, as well as cutting back on the school based budget. These hypotheticals can be done, if they have to be done. However, in any budget with a public sector and human resources involved, 80 percent of the funding involves people and salaries. He said $1,000,000 is a large amount of money. If 200 more students are added and the school system would have to operate with less money, it would be a ridiculous situation. The same thing would have to be done March 15, 1999 (Adjourned Meeting) (Page 10) that was done in the early 1990s when there were tough times. It could impact class sizes, and the compensation issue would have to be examined. The question he would ask is whether everybody else in the area has the same situation. In the early 1990s everybody had the same problems. Ultimately the budget belongs to members of the community, and they have to be involved with the comparison to other places in order to see how drastic the cuts would have to be. This is sometimes reality, and the School Board will do whatever it has to do. He hopes it is not something that will happen with this budget cycle, particularly in the area of some of the things being discussed today. (Mr. Bowerman left at 3:45 p.m.) Ms. Thomas called attention to Page E-3, which relates to the revenue analysis. It shows a decrease in all of the expected money coming from charges for services, and she wondered if enough money is being charged. Mr. Jackson Zimmermann, Director of Fiscal Services for Albemarle County Schools, stated that the revenue analysis reflects a lot of charges for services. He then referred to service fees for school activities, and he explained that this is a portion of the gate receipts received from football and basketball games, etc. Gate receipts have been dropping during the last few years. He also called attention to fuel charges and vehicle repair fees, and he noted that this is what the government pays to Albemarle County Schools for the operation, repair and maintenance of County vehicles. These expenses have been moved to the self-sustaining fund to better reflect that these are the schools' funds expenses versus the County's expenses. This item is growing because of the increased usage of the Vehicle Maintenance Facility and the integration of all the County vehicles being able to utilize the facility. Ms. Thomas inquired about the budget item involving technology support. She asked what the County is doing along these lines, and how will the additional funding request help to make this item better. (Mr. Bowerman returned at 3:48 p.m.) Ms. Ippolito responded that grants have helped the school system receive some excellent training, and some schools have been identified based on their School Improvement Plans. There is a $100 stipend which teachers and principals have pooled together to be given to teachers for training, and there is a structure in place in the schools for academic leadership. A federal grant has just been submitted which is aimed at tying technology to the County's literacy focus. Mr. Baker stated that there is a summary in front of the technology plan which explains some of the training the teachers have received. Dr. Castner remarked that there is no question the Board of Supervisors works with the school officials, and it is an honor that the state President of the Board of Education wants to come for a visit to Albemarle County. He and Mr. Tucker discuss the budget the whole year, and he knows Mr. Tucker does everything he can do to support the school system, and he appreciates his help very much. Dr. Castner went on to say that the quality of items on the unfunded priorities list shows there are still some needs, although he understands that they are not the only needs the Supervisors are considering. Mr. Baker commented that this is the longest time he has had the opportunity to talk to the Supervisors about the budget. If the Supervisors are amenable to some of the recommendations and suggestions made about continuous dialogue in the future, he is sure the School Board members will cooperate, although he will have to get their approval. Mr. Martin stated that he thinks he can speak for the other Supervisors that the School Board members are welcome to attend the Board of Supervisors' day meeting and give a ten or 15 minute presentation. It sounds as though it is a good idea. (At 3:50 p.m., the School Board members and school administrators left the meeting, and the Board of Supervisors recessed. At 4:00 p.m., the Board of Supervisors reconvened. ) General Government Critical Issues/Funding Priorities Ms. Roxanne White commented that she would start her presentation with the ADMINISTRATION portion of the budget, and she noted that the process is set up the same as last year. She would inform the Board of the County's current situation, and she will discuss some of the critical issues, and then the recommendations will follow, at the end of each functional area there will be time to ask questions about some of the agencies and departments which haven't been mentioned in that section. She then called attention to the 5.1 base line percentage increase, which reflects the four percent performance pool and considers some of the compression adjustments that were made in staff salaries, these were not seen in the departments' adopted budgets, but they are shown now. There have been increases in health and dental benefits, and she noted that the department budgets were level funded, the administration budget is approximately $6,000,000, with the Finance Department claiming 46 percent and Information Services representing 26 percent. Ms. White said critical issues under the administration category involve customer service, which is the County's number one priority and trying to tailor programs to this item. Implementation of the Quality March 15, 1999 (Adjourned Meeting) (Page 11) 000024 Improvement Program (QUIP) and making sure it is throughout the organization is another critical issue, as well as implementation of the County's overall strategic plan and trying to tie departments' work plans to it. The overall strategic plan and develoPing a management system that would measure the success of all strategies in the improvement plan is a critical issue, as well as a commitment to increase training in order to develop and maintain a highly recognized and well trained work force. Another critical issue relates to the fact that now there are no resources dedicated to trying to guide the implementation of the QuIP program nor managing the implementation and development of the County's overall strategic plan. There is no one devoted to helping departments extend their strategic work plans or to help develop a system of effective measurements and tie them to the goals and objectives. Additional staff development resources are also needed, and she pointed out that the continuing education tuition assistance is only $100 currently. There is a recommendation to hire a Strategic Planning and Process Review Manager in January, 2000 for $33,065, and this person will work with departments to help extend department improvement plans and help coordinate department work plans. This position will also provide staffing to the Quality Council and work on the performance measurement for the management program. Mr. Bowerman inquired about the $62,000 FTE salary and benefits package for a Strategic Planning and Process Manager. Ms. Thomas stated that the item to which Mr. Bowerman is referring appears in the Human Resources category. Ms. White answered affirmatively. This position will be at the Albemarle Resource Center (Media Center). Mr. Bowerman asked to whom this person will report. Ms. White answered that the person will report to Jan Seale. Ms. Thomas wondered where the Albemarle Resource Center is located. Mr. Tucker answered that the Center is located at Murray, and it is where the County's training takes place. Ms. White stated that this position will have a link with the County Executive's Office. Mr. Bowerman remarked that he hopes it will have a very strong link with that office. Ms. Thomas noted that even with this item, there is still an unfunded request for the Human Resources Department. Mr. Bowerman said it appears Human Resources will still get two new positions. Ms. White disagreed. Human Resources was only getting one new position. Ms. Thomas called attention to the first page of the Administration portion of the budget where there was a $400,000 request, but the recommendation was only for $374,000. Ms. White said it may be that a position was initially requested as a full year position, but was only funded for one-half year. Ms. White continued her presentation by stating that increased funding for tuition assistance increased from $100 per individual to $300. Mr. Martin asked for clarification that this item is separate from the school division. Ms. White said the School Board's request for increased funding for tuition assistance is still unfunded. The County's tuition funding is a lot less than the school division's since the County only has about 25 percent of the employees participating, and the schools have a 90 percent participation rate because of the education requirements. Mr. Martin mentioned the commonality issue. He recalled when he was on the School Board, every time the School Board changed something that was different from commonality, it was looked upon as something that could not be done. He asked if County officials are currently not so interested in commonality now that they are proposing to change things this easily. Mr. Perkins stated that school teachers are different, because they have education requirements they have to fulfill. Ms. White agreed that school teachers use the tuition assistance to a much greater extent. Mr. Martin commented that the tuition funding for both local government and the school system is $100 now. The school employees will use their tuition much more than local government employees will use it. However, he wondered if it would break commonalitY if local government's tuition funding is changed from $100 to $300. Ms. Humphris noted that commonality cannot be done on each individual item, but there are certain items where commonality is important. Mr. Tucker explained that the School Board has additional tuition assistance as an unfunded item, and did not show it as a high priority item. Ms. White said there has been a suggestion to the School Board that some money for tuition assistance be set aside for employees on a first come, first serve basis. Next, Ms. White stated that these were the only issues in the Administrative area. She would be happy to answer questions on any of the other areas which include the County Attorney's Office, the Finance Office, Information Services and Voter Registration/Elections. Mr. Marshall noted that the Information Services' budget increased substantially. Mr. Martin also referred to Information Services. Some of the School Board's unfunded priorities had to do with technology and even some of the funded initiatives dealt with hiring people in the school system for increased technology. In the past some of these services for the County and school system were combined. Mr. Huff pointed out that the School Board has made a decision to hire a Director of Information Technology for the school system who will deal with instructional technology. Mr. Bowerman wondered if this person would be dealing with software. Mr. Huff answered that hardware and software are involved. All the people who are currently working in the schools in technology related positions will come under the new Director of Information Technology. This will help local government as well. Mr. Bowerman inquired if the staff thinks this position is a good thing because it is March 15, 1999 (Adjourned Meeting) (Page 12) more educationally oriented. Mr. Tucker replied that there will be less of a drain on the Information Services' staff who has been trying to meet all the needs and demands of the schools, and it will help get these problems addressed more quickly. Although Mr. Kruger's staff is already working with the schools, this position will mean that those people who were basically assigned to local government will not have to deal with school issues, as they have in the past. Local government will be getting what it pays for, and the school system will be getting the same thing. Mr. Marshall inquired if there is a lot of demand for services for the school system. Mr. Tucker answered affirmatively. Mr. Bowerman wondered if the services will be less efficient or more efficient with this new position. Mr. Tucker replied that the school system may need even more people in this area. Mr. Martin noted that some positions show in the funded initiatives, and there some in the unfunded initiatives. Mr. Huff pointed out that local government will get back many resources that have been dedicated to the schools in the past. Ms. White stated that some of the increases shown were reclassifications of salaries. There was a $14,000 additional transfer that went into Information Services from the school division. Ms. Thomas referred to Page 99 of the budget where it states that additional advertising costs associated with the sustained growth in the number of Requests for Proposal (RFP) and proposals issued over the past several years could not be funded within the level funded base line budget constraints. She said RFPs are usually a way in which the County gets work done more efficiently. Mr. Huff responded that this is a reflection of the fact that in excess of 70 percent of all the time spent for procuring goods and services is school related, and the number of items that were out to bid for RFPs as a way of procuring goods and services has skyrocketed. This is the Finance Department's critical issue in terms of workload management. Ms. Thomas wondered why are there more RFPs. Mr. Ed Koonce, Purchasing Agent, reported that the number of projects over the last few years have helped cause this increase. The state code requires advertisement locally, but then only the Charlottesville area is involved. In a lot of cases advertising is done in the Richmond Times Dispatch or the Roanoke Times, and the costs are expensive. Mr. Bill Mawyer, Jr., Director of Engineering and Public Works, noted that it can be a way of doing business. He mentioned that starting up Monticello High School, meant a lot of RFPs had to be done, because a lot of items had to be procured. Mr. Koonce then stated that if there is a larger base of advertising, the County might get a better price, so some of the advertising costs might be offset in this manner. Ms. Thomas stated that she noticed a portion of a position is shown in the Voter Registration and Elections section of the budget dealing with the expansion of a part-time Office Associate III position to full-time. She asked if redistricting will be done during this fiscal year. Mr. Tucker said it will be done in 2001 after the census is taken. Mr. Jim Heilman, County Registrar, reported that the position to which Ms. Thomas referred is shown in this budget because starting in the year 2000, the presidential elections will be held, and it requires a massive amount of work. Then, redistricting will follow immediately, and at some point the Office Associate Ill position will need to be increased to full-time. The position was put in for this fiscal year, but he has suggested that it start in the Year 2000. He also noted that the General Assembly has set the presidential primary for the spring of 2000. Mr. Bowerman asked if the state will pay for the services needed for the primary. Mr. Heilman answered that the General Assembly has not indicated whether or not the primary will be paid for by the state, and it will probably not be decided before the next session. There is also some talk of a referendum next year, so the 2000 calendar year could have several big items associated with it. Ms. White remarked that the reason this position was not recommended is because over the last five years, the staff has increased by 80 percent. There have also been reclassifications for both the deputy and the assistant to recognize the additional responsibilities. She reiterated that even though there is an increased workload, the staff has already increased substantially. Ms. Humphris mentioned that she noticed indications are that efficiencies could be achieved through automation improvements. Mr. Heilman responded that he does not think the efficiencies could keep pace with the increased workload. Mr. Martin told Mr. Heilman that he can come back to this Board with a request, if he finds the workload is too great because of the presidential election and the primary, etc. He then suggested that the Judicial section of the budget be discussed. Mr. Huff stated that in the JUDICIAL category there is a 7.6 percent base line increase for the Sheriffs Office, the Commonwealth Attorney's Office and the Circuit Court. He said currently 15 sheriffs deputies staff the force to serve civil papers. In 1998, there were 349 Circuit Court days, 269 General District Court days and 478 Juvenile Domestic Relations Court (JDR) days. The JDR court docket continues to expand significantly with a third judge coming on board in July. Since March of 1998, 5,400 March 15, 1999 (Adjourned Meeting) (Page 13) inmates have been transported a total of 108,825 miles, and expanded services for juveniles are being provided. There were 9,756 subpoenas served in 1998 which increased 12.7 percent from 1997. There is a recommendation to fund the hunting enforcement issue again, and in 1998-99 deputies responded to 86 calls for services, checked 200 hunters for compliance and logged 500 hours in the field. This allowed game wardens to respond to 69 calls for service and make 63 arrests in addition to other surveillance details. In the area of constitutional officers, he reported that the state currently funds one-third of salary and operating costs for constitutional officers which continues its decline from the 1990 level, and results in an increase for the locality. He noted that the need to meet the state salary increase for FY 2000 includes a four percent increase on December 1, plus an additional 9.317 percent increase for sheriff's deputies on July 1. Part of the large seven percent increase in the base line is due to the significant increase funded by the Compensation Board for sheriff's deputies on July 1. He stated that although the County supplements state salaries, concerns over salaries linger, and the Commonwealth's Attorney requests placement of staff on a Countywide pay plan. Mr. Bowerman remarked that he thought this had been done with the exception of the Constitutional Officer position, itself. Mr. Huff explained that in the past stipends have been provided to the Constitutional Officer, so all his employees with the exception of himself, would at least fall between the minimum and maximum of the ranges that are comparable to the civil attorneys in the County Attorney's Office. He said a salary for salary plan was not implemented, but the salaries were supplemented sufficiently to get them between the minimum and maximum amounts of the local supplement. He then noted that Mr. Camblos has requested that the salaries of certain individuals in his office be matched dollar for dollar to specific individuals in the County Attorney's Office. Mr. Bowerman asked if the match was done individual to individual and not dollar to dollar. Mr. Huff answered affirmatively. There is difficulty in doing this, and total agreement has not yet been reached. The structure of the offices is different because the County Attorney has a deputy, and Mr. Camblos does not operate with a deputy. Mr. Camblos has four assistants, and if at any point in time he chooses to designate one of them as his deputy, the Compensation Board will increase that person's salary commensurate with the state scale. Mr. Camblos has chosen not to do this with his people. However, there is at least one, if not two, of his four attorneys who he believes should be paid a dollar to dollar match with the deputy in the County Attorney's Office. This is where agreement was not reached, but Mr. Camblos feels very strongly that his people should be treated comparably with the people in Mr. Davis' office. The recommendation is that Mr. Camblos' office would be put on the County's merit plan so his employees would have available to them the same merit pool that is available to the people in Mr. Davis' office. If there is a four percent merit pool, for instance, they would go through the same evaluation process. He noted that whatever percentage the Compensation Board happens to be giving in a particular year will go into a pool, and Mr. Camblos' employees will be afforded the same merit program as the County Attorney's employees. The County policies Mr. Camblos' office would follow were outlined, as well as the ones not to be followed. The grievance process, for instance, cannot be followed, because the employees are serving at the pleasure of the Commonwealth's Attorney. He said an agreement had also been reached on holidays as well as other things, but the conflict came because of Mr. Camblos' request for the dollar to dollar match. Mr. Martin recalled that this issue was studied at length last year, and the course of action has served the County well. In his opinion, he does not think the Board needs to spend more time on it now, and he thinks the decision made last year should stand. Mr. Huff pointed out that in last year's budget process, it was agreed to have a salary survey done. It was hoped that this survey would show some definitive evidence of whether or not there was parity in most jurisdictions where there are criminal and civil attorneys. He said no conclusion was reached because the study showed that salaries were not uniform, and that it was clearly a political issue. Mr. Bowerman wondered how the discussion with the Commonwealth Attorney's office fits in with the decision this Board made last year about the stipends. Mr. Huff answered that the decision the Board made last year was to do a salary study to see if the Commonwealth Attorney's employees could be put on the County's pay plan. Mr. Martin stated that the decision was to just give the stipends. He added that if certain things are approved for one constitutional office, it causes a precedent to be set for other constitutional offices. The fact that the grievance procedure cannot be followed by the Commonwealth Attorney's Office is a major issue because the employees are serving at the pleasure of the Commonwealth's Attorney, and they can be demoted or fired at his pleasure. Mr. Bowerman pointed out that these employees have some rights through the state system, and discrimination against the employees cannot take place. Mr. Marshall wondered if the County would get any money from the State Compensation Board. Mr. Huff replied that there is no additional money coming from the State Compensation Board regardless of the decision this Board makes. The County will get the amount of funding that all Compensation Board employees get across the state in terms of the increase. He noted that there will be no money coming from the state for anything above that amount. Mr. Marshall asked if the County employees' salaries will be above the amount of money coming from the Compensation Board. Mr. Huff answered that the County employees are already above that March 15, 1999 (Adjourned Meeting) (Page 14) 000927 amount of money because of the stipends. Mr. Marshall wondered if the Compensation Board is giving any additional funding so the County can lower the amount of money being put into these stipends. Mr. Tucker replied, "no." Mr. Huff explained that the County has never been in a position to lower the local stipend. Mr. Martin recalled that one of the big disadvantages is that large departments of constitutional officers can demote, promote and fire people. Mr. Bowerman stated that these departments were unwilling to go along with the County's grievance procedure, and the County was unwilling to go along with the fact that the situation would only be with a particular elected official for as long as the elected official was in place. Mr. Martin commented that the biggest part of the problem related to the fact that when a person was promoted or demoted, each action would place these people on the County's salary scale at a different level. Mr. Tucker stated that the stipends were done last year, as well as a market analysis, and the staff came back with this recommendation. However, since that time, Mr. Camblos has had second thoughts about following this recommendation. Mr. Tucker added that Mr. CambloS would prefer to have individuals identified with individuals in the County Attorney's Office. Ms. Humphris asked if Mr. Camblos has indicated that last year's recommendation might not be what he wants, after all. Mr. Tucker concurred. He said the staff just learned this last week. Ms. Humphris commented that it seems to her there should be a workload comparison and a background knowledge comparison, as well as other criteria if thought is being given to equating these two systems. Mr. Tucker explained that employees' salaries in the County Attorney's Office are already based on evaluations that have been occurring over the past years, and there is no way another person can be equated to this position who has not been evaluated. He wondered, too, if a person in the County Attorney's Office got a certain percentage increase, but the person he is equated to did not, would Mr. Camblos want to increase his employee's salary by the same amount. Ms. Thomas inquired if the staff members are indicating that they do not like the person to person comparison, or they do not want these people placed on the merit pay plan. Mr. Tucker said the staff has no objections to placing these people on the merit plan, but he wanted the Board members to know all of the concerns. Mr. Martin pointed out that even though the staff was willing to go along with this situation, there was also a list of staff concerns. Mr. Bowerman stated that agreement was reached that the issue would be studied, and stipends would be given. The staff has had the discussions, and now it appears that Mr. Camblos is backing away from the recommendation. Ms. Thomas remarked that it seems to her County officials are backing away from their recommendation. She asked what advice should be given to the staff as far as this matter is concerned. Mr. Tucker suggested that the Board stay with the stipends, because it is already being done. Mr. Martin agreed. He said it makes the people happy. Mr. Marshall mentioned the Judicial budget's total percentage increase of 9.90 percent, and he wondered how the situation with the Commonwealth Attorney's Office will affect this percentage. Mr. Tucker answered that the 9.90 percentage increase relates mostly to the Sheriff's Department. Ms. Thomas inquired as to how the stipends will affect the 2.55 percent budget increase shown for the Commonwealth Attorney's Office. Mr. Huff stated that if the Board wishes to keep things as they are, the only thing needing to change would be to show the state increase for the Commonwealth Attorney's Office employees to take place in December. Ms. Thomas asked the amount of the state increase. Mr. Huff replied that the increase would be 6.25 percent in December, and it will show on the revenue side and the expenditure side, since this is the amount given to the County by the state. He added that the staff had pared the increase back to two percent thinking that these employees would get a raise in December and another in July. Mr. Perkins inquired if he heard correctly that the Commonwealth's Attorney's Office could get more Compensation Board funding if there were deputies involved. Mr. Huff replied, "yes." Mr. Perkins then asked how many deputies is the Commonwealth Attorney's Office allowed. Mr. Huff answered that the Commonwealth Attorney can have one deputy. Mr. Marshall mentioned that he is still unsure as far as the $12,479 increase shown for Commonwealth Attorney's Office. Mr. Huff reiterated that the revenue and expenditures will have to be added back to reflect the 6.25 percent salary increase for the Commonwealth Attorney's Office personnel on December 1. He said everything else stays the same. He mentioned that now the increase shown is 2.55 percent. Mr. Martin wondered if this action will lower or raise the 2.55 percent. Mr. Marshall referred to the $12,479 figure again, and he asked if any of this money will be left over to use somewhere else for some of the unfunded priorities. Mr. Huff replied that the figure will not change, since it is more of a policy issue than a dollar issue. Ms. Thomas called attention to the fact that each time a pie chart is shown, the base line increases, but it has not been the same as the total base line increase shown on the page in the budget. March 15, 1999 (Adjourned Meeting) (Page 15) Ms. White explained that the base line total amount shows expansions, and the others do not. Ms. Thomas noted that the state's share is decreasing in the Public Safety category, also. Mr. Bowerman inquired about recommendations for the Sheriffs category. Mr. Huff responded that the recommendation is to make the bailiffs position, which was added in the current year, permanent. Mr. Bowerman referred to the suggestion of funding deputies for hunting purposes. Mr. Martin noted that this is already included. Mr. Tucker agreed that some funding for this purpose has already been included, but the suggestion was to double the funding. Mr. Martin inquired if Mr. Bowerman would like to put this on the list of unfunded priorities. Mr. Bowerman stated that he thinks this item should be included on the list of unfunded priorities, considering the success of the program. He was pleased with the feedback he has gotten on the deer decoy sting operations. It is a way to deal with the most dangerous infractions which are the most prosecutable and carries the heaviest fines. Spotlighting and hunting from the road are the most dangerous situations. Mr. Martin suggested that this item be put on a list to be discussed later, and by that time, a decision can be made about the dollar amount. Ms. Humphris commented that she would like to see a record of the prosecutions. Mr. Huff stated that 56 percent of the dollars spent in the PUBLIC SAFETY category goes for police activities, and 22 percent involves fire and rescue. There are 98 patrol officers patrolling 740 square miles, and there were over 40,000 police calls for service in 1998, which increased 9.7 percent from 1997. He noted that there were 2,300 motor vehicle accidents last year, making an increase of 4.1 percent. There are seven volunteer fire companies, three volunteer rescue squads and nine paid firefighters providing daytime coverage at three of the volunteer county fire stations. There were 12,525 fire and rescue calls for service in 1998 which is up 9.4 percent from 1997, but the total fire loss was down 48 percent from 1997. He reported that there were 50,000 County prisoner days at the regional jail, and there is a projection next year of 57,400. The critical issues for the police department are the need for greater specialization and expertise in areas of accident reconstruction and forensics, etc., and the extension of efforts to concentrate resources at the neighborhood level. The community policing initiative, where the goal is to try to slow down the number of repetitive calls for the same thing and stem the increase of calls for service. He believes there has been success in that area. With the increasing growth related traffic problems there is the demand for traffic enforcement. Police pay issues have to be addressed, and there is a request for two additional traffic officers. The recommendation is to fund one community policing traffic officer. However, a second one has now been authorized, if this Board is supportive of adding it. There has been additional overtime for specialized training. He emphasized that the market equity adjustment of $141,500 was in response to the AON recommendation, since AON recommended that the range for police officers be increased 7.5 percent to make sure the County's police officers remain competitive with their comparable market. The staffs recommendation is a market equity adjustment, which involves moving employees horizontally along the existing scale rather than a reclassification vertically within the organization. He noted that police officers are a Grade 11, and AON has recommended that they be taken to a Grade 12. He pointed out that there are corporals, sergeants, and lieutenants involved and if this recommendation was followed, it would make these people out of line with everybody else in the organization. Another way to accomplish the same thing is to move the existing people horizontally in the Grade 11 range. The recommendation is to involve the four percent merit pool, as well as a three and one-half percent market equity adjustment to make police officers comparable with their market. This amounts to the same seven and one-half percent increase. The recommendation is that everybody below the rank of captain participate in the market equity adjustment, which includes everybody except the Captain and the Chief. Mr. Bowerman asked if this salary adjustment is outside of compression. Mr. Huff answered affirmatively. Mr. Bowerman then inquired as to the acronym, "AON." Mr. Huff referred to the salary presentation done last fall where there was a recommendation that four or five positions needed to be moved to remain competitive in the market place, and police officers were the largest group. Mr. Marshall noted that he does not disagree with the recommendation. He wondered, though, if this arrangement will aggravate the compression issue. Mr. Huff stated that it will actually move existing officers further from the beginning step of the scale and quicker toward the midpoint. It will also get the people who are 15 and 20 year officers, who are above midpoint, closer to the three-quarter point or the top of the range. Mr. Tucker explained that the three year phasing of the compression is still being done for those individuals who meet the criteria. Ms. Thomas inquired about the overtime for specialized training as compared to tuition for other employees. She added that other people have to take courses and they have to pay for them. The police are not paying for them, plus they are being paid overtime. She asked why this is the case. Mr. Huff responded that he is unable to speak for teachers. However, if a County employee is required to take training, they are doing it for the benefit of their employer, and they have to be paid for the time they go to school. If an employee is asked to learn a new assignment such as accident reconstruction, it benefits the employer, and employees cannot go to school on their own time. The County has to pay them to go, as well as incur a great deal of overtime in doing so. O0002B March 15, 1999 (Adjourned Meeting) (Page 16) Mr. Martin wondered if compensatory time could be given to the employees. Mr. Huff answered that in this system, the employee can be given compensatory time, or they have to be paid. He added that Chief Miller is trying to pay these officers, because a lot them already have compensatory time. The difference between these people and other employees is that other people may want to take a class that is not required for their job, nor is it being done at the direction of their employer. In these cases, they would not be paid to go to school. He mentioned, though, that education is being encouraged through the tuition stipends. Mr. Martin mentioned that he has comments and notes marked on individual pages of the budget. It might be more helpful to let the Board members go through the pages and ask questions. Ms. Thomas and Mr. B°Werman responded that they are not prepared to handle the work session in this manner. Mr. Martin then asked if the budget indicates that only two additional police officers are being funded. Mr. Huff replied that now the recommendation is for two additional officers. The position that has been approved by the COPS grant will go into the traffic unit. Mr. Martin explained that one position is being shown in the budget currently, but a second one will be put on the list for discussion. Mr. Tucker noted that the staff did not find out about funding for the second position from the COPS Program until after the budget was printed. Ms. Thomas asked if the cost to the County for picking up the second officer is $36,000. Mr. Tucker answered, "yes." Mr. Martin referred to Page 125. He started with the Emergency Communications Center and went down the lines of cost centers until he finished with the Fire Department. He noted that the total for these fire and rescue cost centers is $2,700,000, and he wondered if this is the correct way to arrive at this figure. Mr. Huff responded that there is some state money involved, so this figure does not just involve local money. Mr. Martin asked if the $2,700,000 figure is correct, but some of it is flowing through the County from the state. Mr. Huff replied that a small amount is coming from the state. Mr. Martin also mentioned that he took out the school system's budget as well as revenue sharing and everything else that is not used specifically to run County government. He was trying to develop a percentage for fire and rescue activities, and although he didn't complete his computation, he determined that the amount is substantial. Next, Mr. Martin remarked that the position for Fire Prevention Inspector is mentioned in several places in the budget, and he asked if it is the same position in every case. Ms. White answered, "yes." Mr. Huff verified that there was only one such position requested, but it is not recommended by staff. Mr. Marshall wondered why Mr. Martin had singled out the total fire and rescue budget amounts. Mr. Martin replied that he was not trying to make a particular point. He was only trying to relate a figure to this category of the budget, since there has been so much interest shown in this area recently. Mr. Huff said the recommendation for the Emergency Communications Center is to fund one new communications officer, as well as the County's share of the regional Crime Information Network Coordinator position, which is a City, County and University position. The recommendation also involves adding the additional hours for the Emergency Services Coordinator to the unfunded priority list. The City and University have already funded their shares to increase that position from 20 to 32 hours. As far as the Fire and Rescue category is concerned, Mr. Huff explained that there were three recommendations to fund three additional career firefighters to be hired in October which would put a fourth person in each of the three stations. This was at their request, and it would give a lot more coverage. He said $6,100 is the amount to re-supply the Hazardous Material Response Unit at the Earlysville Volunteer Fire Station with needed equipment and supplies. Mr. Bowerman inquired if this item is operational and an ongoing expense. Mr. Huff responded that once the item is built in, it will be reoccurring. He went on to say that last year $50,000, which was half of the request, was funded for vehicle maintenance for fire and rescue vehicles and this year the other half of the request is being recommended. Another recommendation involves funding $40,000 of their fuel expense in trying to work toward reducing their dependency on fund raising to meet their operational expenses. Ms. Thomas noted that there was recently a suggestion that some of these things be tied to increasing levels of training. She asked if this is a possibility. Mr. Bowerman stated that if less time is spent in fund raising, he assumes they will spend more time training. Mr. Martin remarked that he has been discussing using different levels of incentives. For instance, a certain amount of funding might be received from the County in exchange for a particular fire group to raise their driving standards. He noted that there are different people driving with different levels of standards. Mr. Bowerman asked if this is true. Mr. Tucker answered that volunteers are sometimes Marcl (Page drivin the s~ the o are a secrE Janu whict incre Whib the Mr.'! ans~ 17,' ~ AYE ~ NAY Approved by ~ard Date '~- Initials OOOOGO 15, 1999 (Adjourned Meeting) 17) ;I at different levels of standards. Mr. Bowrman stated that he thought volunteer chiefs were all at ~me level. Next, Mr. Tucker noted that the jail category is the last area in this function. Ms. White commented that the jail expansion is to be completed in FY 1999-2000, and although )ening date is uncertain at this time, the anticipated date of opening is January, 2000. She said there ldditional staffing and operating expenses involving 31 new correctional officers, a cook and a records y. She added that these positions are going to be funded with state revenues and should start in ¥, 2000. The recommendation is to fund the County's total share of the additional jail expenses is an additional $67,259 or 38.1 percent. The total funding requests over last year represents an :rease of approximately 51 percent. Ms. Thomas inquired if this category will continue to increase, or is this a one time situation. Ms. noted that this year only six months of these positions are shown. However, next year positions for year will appear. Mr. Marshall wondered if the County will make some money from the jail situation in the future. Tucker said it depends on the number of federal prisoners that are housed in the regional jail. Mr. Perkins asked if the calculations for the regional jail were done on per diem costs. Ms. White , "yes." Agenda Item No. 3. Other Matters not Listed on the Agenda from the BOARD. There were none. Agenda Item No. 4. Adjourn to March 17, 1999, 1:00 p.m. At 5:06 p.m., motion was offered by Ms. Humphris, seconded by Ms. Thomas, to adjourn to March 1999. Roll was called and the motion carried by the following recorded vote: Mr. Marshall, Mr. Martin, Mr. Perkins, Ms. Thomas, Mr. Bowerman and Ms. Humphris. None.