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HomeMy WebLinkAbout3/21/2006 - Special March 21, 2006 195 Roanoke County Administration Center 5204 Bernard Drive Roanoke, Virginia 24018 March 21, 2006 The Board of Supervisors of Roanoke County, Virginia, met this day at the Roanoke County Administration Center, this being a special meeting for the purpose of discussing budget development and hearing requests for funding from cultural, tourism, and other agencies for the fiscal year 2006-2007 budget. IN RE: CALL TO ORDER Chairman Wray called the meeting to order at 3:07 p.m. The roll call was taken. MEMBERS PRESENT: Chairman Michael A. Wray; Vice-Chairman Joseph P. McNamara (arrived at 6:07 p.m.); Supervisors Michael W. Altizer; Joseph B. "Butch" Church, Richard C. Flora MEMBERS ABSENT: None STAFF PRESENT: Elmer C. Hodge, County Administrator; John M. Chambliss, Assistant County Administrator; Dan O'Donnell, Assistant County Administrator; Brent Robertson, Director of Management and Budget; Diane Hyatt, Chief Financial Officer; Rebecca Owens, Finance Director; Chad Sweeney, Budget Manager; Cathy Tomlin, Budget Analyst; Brenda J. Holton, Deputy Clerk to the Board IN RE: REQUESTS TO POSTPONE, ADD TO, OR CHANGE THE ORDER OF AGENDA ITEMS Mr. Mahoney advised that Chairman Wray had requested the addition of a closed meeting pursuant to the Code of Virginia Section 2.2-3711 A (1) to discuss the 196 March 21, 2006 disciplining or resignation of specific County personnel. WORK SESSIONS .1: Work session to discuss fiscal year 2006-2007 budaet development. (Elmer C. Hodae. County Administrator: Brent Robertson. Director of Manaaement and Budaet) The work session was held from 3: 11 p.m. until 4:45 p.m. The following staff members were present: Elmer C. Hodge, County Administrator; Brent Robertson, Director of Management and Budget; Chad Sweeney, Budget Manager; Cathy Tomlin, Budget Analyst; Rebecca Owens, Finance Director; and Diane Hyatt, Chief Financial Officer. Also present was Kevin Hutchins, Roanoke County Treasurer. Mr. Hodge advised that the purpose of the work session was to review the proposed budget and reach a consensus of the Board regarding priorities. He advised that some departmental budgets still need to be reviewed, and stated that Pete Haislip, Director of the Parks, Recreation and Tourism Department, will present his budget at the March 28 meeting in a work session. Mr. Hodge advised that it is anticipated that the County and school budgets will be presented at the April 11 Board meeting. Mr. Hodge advised that the projected revenues for the County and schools are approximately $7.8 million each with a balance of approximately $1.6 million each to fund other needs after the reductions for the costs of personnel, Community Policy and Management Team (CPMT), and capital contributions. He advised that he wanted to mention two things concerning the personnel costs: (1) If the Senate version of the IN RE: March 21 , 2006 197 education budget, which includes a fifteen percent increase for VRS rates is not adopted, there will be $264,431 additional funds for County and school needs. He advised that staff does not believe this budget will be adopted. (2) The salary increase was projected at four percent because a five percent increase is not feasible without seriously impacting other budget needs. Mr. Hodge advised that the Board had expressed an interest in increasing the $300,000 funding by the County and schools for capital improvements; however, the increase can only be funded for a total of $600,000 in accordance with the agreement which was implemented by the Board last year. He advised that staff has provided a document which illustrates how the annual increases for capital improvements from the County and schools will accumulate funding from $600,000 in fiscal year 2005-2006 to $10.2 million in fiscal year 2022-2023. In response to Supervisor Church's inquiries about the CPMT increase, Mr. Hodge advised that the increase was $250,000 this year for both the County and schools, for a total of $500,000, and asked Mr. Chambliss to explain the program. Mr. Chambliss stated that the program's name is the Community Policy and Management Team (CPMT), and it is responsible for the out-of-home placements for special education students, foster children, and referrals from the Court Services Unit. He advised that the state shares approximately 46 percent of the costs for mandated cases, and the County expends approximately $100,000 to handle non-mandated cases. Mr. Chambliss advised that the costs for this program are steadily increasing 198 March 21, 2006 due to the significant numbers of children being referred by the court program and the high expenses incurred for services. Ms. Hyatt advised that the total CPMT increase is paid from County funds; however, the actual costs are tracked and allocated back to the schools at the end of the year. Mr. Hodge advised that they were able to fund the following five items for a total of $1,588,000 with the funds remaining in the budget: (1) Art Museum contribution - $200,000; (2) Community Development Department reorganization - $400,000; (3) Police patrol district (six officers graduating from Academy May 2006) - $500,000; (4) Other new recurring expenses added during 2005-2006 - $273,000; and (5) Utilities for the new Public Safety Center for seven months - $215,000. Mr. Hodge advised that he is recommending that the following capital projects totaling $1 million be funded from the fiscal year 2005-2006 year-end surplus: (1) renovations to local Salem-Roanoke County Jail - $500,000; and (2) Virginia Department of Transportation (VDOT) revenue sharing funds - $500,000. Mr. Hodge advised that based on Hayes, Seay, Mattern & Mattern's (HSM&M) report dated March 4, 2005, the cost of renovating the Salem-Roanoke County jail is $2.5 million and the County is budgeting this cost at $500,000 for five years. Supervisor Church requested a breakdown of the costs for the studies that HSM&M completed for renovations to the Salem-Roanoke County Jail. Mr. Hodge advised that staff will provide this information and will also provide a transition schedule for the new public safety building (PSB) within the next few weeks. Supervisor Altizer March 21, 2006 199 inquired if the County could realize savings if the old PSB were to be vacated by April 2007, instead of June 2007. Mr. O'Donnell advised that the total savings would only be approximately $10,000 to $15,000 because of the technical aspects of the move. Mr. Hodge advised that this is a critical move and he feels that the transition should be managed to avoid disruptions in service. Mr. Hodge advised that the following expenditures, which total $1,518,000, remain unfunded in the budget: (1) amount needed to correct underfunding of Length of Service Award Program (LOSAP) - $58,000; (2) new program for fire and rescue volunteers - $150,000; (3) outsourcing of jail prisoners - $500,000; (4) other increases for utilities - $120,000; (5) fuel increases - $190,000; and (6) one of three additional police patrol districts as requested by Chief Lavinder - $500,000. Mr. Hodge advised that the projection of future debt payment reserve fund as of June 30, 2005, indicates that the County will be able to fund the following projects: (1) jail construction to begin in 2006-2007; (2) radio system implementation to begin in 2007 -2008; and (3) library construction to begin in 2010-2011. He reported that there are no funds available in this schedule for any increase in project costs beyond the original estimates. Mr. Hodge reviewed the summary of fiscal year 2007-2011 capital needs, and advised that this data was extracted from the Capital Improvement Program (CIP) Review Committee report which was presented at the February 14 Board meeting. He reported that there is a total of $63,847,000 for approved funded projects through fiscal 200 March 21, 2006 year 2010-2011 which includes the following: (1) Regional jail project; (2) 800 MHz radio system upgrade; (3) VDOT revenue sharing; (4) South County library; (5) Garst Mill improvements; (6) Replacement of HP/3000; (7) Center for Research and Technology; (8) Enterprise network security; (9) Computer network infrastructure upgrade; and (10) Server replacement. Mr. Hodge advised that the unfunded priority projects total $34,950,000 as follows: (1) New County garage; (2) Public Safety Training Facility; (3) Roanoke County/Salem Jail renovations; (5) Land banking; (6) New Plantation-Hollins Road Station; (7) Regional storm water management and flood control; and (8) Multi Generational Recreation Center. Mr. Hodge advised that the total of future capital needs is $14,323,650, and these projects are listed in the attachment provided with the agenda. In response to requests for additional budget information, the following documents were distributed by Mr. Robertson and Ms. Hyatt: (1) expenditure summary and budget for adopted fiscal year 2005-2006 and proposed fiscal year 2006-2007; and (2) capital reserves as of March 21, 2006. Ms. Hyatt advised that the balance of the minor capital reserve fund is $5.8 million with $5 million reserved for radio purchases in the CIP, and that departmental savings of $784,794 were transferred to the reserve in fiscal year 2004-2005. She advised that for fiscal year 2004-2005, the County's surplus revenues were $1.4 million with $1.2 million being allocated to the unappropriated fund and $679,000 to the major capital reserve for the new County garage. Ms. Hyatt March 21, 2006 201 advised that the surplus revenues for fiscal year 2005-2006 must be at least $1.4 million in order to comply with the County policy of transferring funds into the unappropriated balance before funds are available for the capital reserve. Supervisor Altizer suggested that tax relief for the elderly and disabled be increased by raising the income level from $50,000 to $56,500 and the maximum level of assets allowed from $100,000 to $125,000, excluding the value of the home. Supervisor Flora advised that he could not support this increase because there are many citizens working and raising families who would quality for this relief except they would not meet the age requirement. In response to Supervisor Church's inquiry, Mr. Robertson advised that a one cent reduction in the real estate tax would impact the fiscal year 2005-2006 budget by a reduction of $322,312 and the fiscal year 2006-2007 budget by a reduction of $665,575. Mr. Chambliss responded to questions concerning the under funding of the LOSAP and the proposed new program. Mr. Hodge advised that a meeting has been planned for next week to gather more information. He invited Ms. Owens to participate in the discussions. There was discussion concerning whether or not the proposed appropriation of $500,000 for Explore Park should remain in the budget and if this allocation should be designated for sports marketing. It was the consensus of the Board that the appropriation for Explore Park should be reviewed further before any 202 March 21 2006 decision is made. Mr. Hodge advised that he would suggest withdrawing funding for the New River Commerce Park because the purpose of that park has changed and it would now compete with the other localities. There was a consensus of the Board to ask Mr. Mahoney to report back on the contingent liabilities of withdrawing funding from the New River Valley Commerce Park. Mr. Hodge advised that he would like to clarify for staff that the Board had reached consensus on the following items: (1) a four percent salary increase; (2) increase the tax relief for the elderly and disabled by raising the income level from $50,000 to $56,500 and the maximum level of assets allowed from $100,000 to $125,000, excluding the value of the home; and (3) reduce the real estate tax rate from $1.12 to $1.11 per $100 assessed valuation. Mr. Hodge advised that he would incorporate these changes into the budget for presentation at the April 11 Board meeting. Supervisor Wray advised that he and Mr. Hodge would meet with Supervisor McNamara to brief him on the work session. Supervisor Church asked Chief of Police Ray Lavinder if the computer systems installed in the police vehicles have assisted officers in locating new street addresses and improved response times. Chief Lavinder responded that officers are usually trained and serve in an area with which they become familiar. Mr. Hodge advised that the Police Department has access to the GIS system; however, Chief Lavinder advised that the GIS maps are not currently part of their computer system. Supervisor Church advised that he felt it would be useful to know what types of mapping March 21, 2006 203 systems are used by police and fire and rescue to locate street addresses, and Supervisor Flora suggested that this information should also be obtained from school personnel. Supervisor Wray questioned if the various systems could be consolidated for maximum benefits. Mr. Hodge advised that staff will determine what systems are currently being used and report back to the Board. IN RE: CLOSED MEETING At 4:45 p.m. Supervisor Wray moved to go into closed meeting pursuant to the Code of Virginia Section 2.2-3711 A (1) to discuss the disciplining or resignation of specific County personnel. The motion carried by the following recorded vote: AYES: Supervisors Church, Altizer, Flora, Wray NAYS: None ABSENT: Supervisor McNamara IN RE: CLOSED MEETING The closed meeting was held from 4:53 p.m. until 5:13 p.m. CERTIFICATION RESOLUTION IN RE: R-0321 06-1 At 6:07 p.m., Supervisor Wray moved to return to open session and adopt the certification resolution. The motion carried by the following recorded vote: AYES: Supervisors Church, Altizer, Flora, Wray NAYS: None NOT PRESENT: Supervisor McNamara 204 March 21, 2006 RESOLUTION 032106-1 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor Wray to adopt the resolution, and carried by the following recorded vote: AYES: Supervisors Church, Altizer, Flora, Wray NAYS: None NOT PRESENT: Supervisor McNamara IN RE: CITIZENS' COMMENT AND COMMUNICATIONS Chairman Wray requested that the item for Citizens' Comments be held before the funding requests because he had received only one request from a citizen. Mr. Ronkeith Atkins. 3057 Timberlane Avenue, advised that he did not wish to speak because he had already received an answer to his question. IN RE: FUNDING REQUESTS FOR FISCAL YEAR 2006-2007 BUDGET .1: Cultural. Tourism. and Other Aaencies Chairman Wray advised that this time had been set aside for cultural, tourism, and other agencies to submit funding requests to the Board for the fiscal year March 21 2006 205 2006-2007 budget. The agencies were called to speak in alphabetical order. The following representatives spoke on behalf of their agencies: (1) Arts Council of the Blue Ridge: Michael Pedelty, Cox Communications - $5,000; (2) Blue Ridge Vision Film Festival: Sandra R. Eubank, Co-Director; and Margaret Sue Turner Wright, Vice- President and Art Director - $3,000; (3) Camp Virginia Jaycee: Everett Werness, President - $16,800; (4) Center in the Square Operating: H. Lawrence (Larry) Davidson _ $70,000; (5) Clean Valley Council, Inc.: Ann Masters, Executive Director - $4,000; (6) Downtown Music Lab: Trevor Wilhelms - $3,700; (7) Friends of the Blue Ridge Parkway: Susan Jackson Mills, Ph.D., Executive Director - $16,450; (8) Harrison Museum of African American Culture: Sereina Paynter, Vice-President - $10,000; (9) History Museum & Historical Society of Western Va.: Kent Chrisman, Executive Director; and Linda Van Luik, Director of Education - $20,000; (10) History Museum & Historical Society of Western VA - O. Winston Link Museum: Leslie Jordan and Kim Parker - $6,000; (11) Jefferson Center Foundation: James Bau Graves - $10,000; (12) Mill Mountain Theatre: Shelley Lyons, Director of Development - $20,000; (13) Mill Mountain Zoo: Sean Greene - $15,000; (14) New Century Venture Center: Lisa Ison, President - $5,000; (15) Roanoke Ballet Theatre, Jenefer Davies Mansfield - $12,500; (16) Roanoke Higher Education Center: Thomas L. McKeon, Ed. D., Executive Director _ $20,000; (17) Science Museum of Western Virginia: Nancy McCrickard - $23,500; (18) Shenandoah Valley Travel Association: Meriwether German - $5,000.; (19) Small Business Development Center: Roy D. Baldwin, Director - $5,000; (20) Tri-County Lake 206 March 21, 2006 Administrative Commission (TLAC) - Smith Mountain Lake: Stan Smith - $10,000; (21) Virginia Amateur Sports: Peter Lampman, President - $50,000; (22) Virginia Museum of Transportation: Robert M. Dills, Executive Director - $10,000; (23) Western Virginia Land Trust, Roger Holnback - $10,000; and (24) Young Audiences of Virginia, Inc.: Amy Moore, Executive Director - $1,550. IN RE: REPORTS AND INQUIRIES OF BOARD MEMBERS Supervisor Church: (1) He advised that there is a saying "of those who have plenty, much is expected". He advised that the Board made progress in the budget work session held earlier. (2) He stated that he appreciated the comments he received from a citizen about land conservation. (3) He thanked the representatives of the organizations who spoke at the meeting, and advised that he will give their requests careful consideration. Supervisor Altizer: He advised that he agreed that the Board had a good work session and that they addressed many issues such as the tax rate, assistance for the elderly and disabled, and funding for police officers. He commended the Board members for trying to do everything they can so that everyone gets something from the budget. Supervisor Flora: He advised that as he was listening to speakers from the agencies request funding, he heard a lot of discussion about children. He suggested establishing a policy for the agencies to give something back to the children in the County in exchange for the funds they receive. He commended the O. Winston March 21 2006 207 Link Museum for voluntarily agreeing to provide passes and programs for County children in return for the funds they receive. It was the consensus of the Board that Mr. Hodge would work with the School Administration to see which services would be useful and provide that information to the Board as part of the budget process for next year. Supervisor McNamara: (1) He advised that in reviewing the Roanoke Regional Chamber of Commerce Small Business Development Center materials distributed at today's meeting, the point was made that there is no such thing as free money or grants. He advised that he will be glad to review information provided by staff so that the Board can consider the establishment of policies to guide administration of funding requests from cultural and tourism agencies. (2) He thanked the speakers from the cultural and tourism agencies and advised that he appreciated the countless hours that the volunteers serve. (3) He advised that the health and human services agencies reflect other needs of the citizens. He apologized for being out of town at the last Board meeting and unable to listen personally to their requests. He advised that he values the work being done by all of the agencies and will carefully review the funding requests. Supervisor Wrav: He advised that it is hard to measure what all of these organizations bring to the community. He recognized that soliciting funds is difficult but the Board is very cognizant of the taxpayers' funds and they look to the organizations to see what they can return to the County and the community. The Board members do not take these requests lightly and would like to help the agencies sustain themselves and offer services to the County. He advised that the Board members will review the 208 March 21, 2006 requests very carefully. IN RE: ADJOURNMENT Chairman Wray adjourned the meeting at 7:40 p.m. Submitted by: Approved by: ~~.~ Brenda J. H Iton, CMC Deputy Clerk to the Board \Y) '\~-.SJ- .J Q. ~ ~'\.~_\ Michael A. Wray --=====-~ - ~D Chairman