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1/23/1999 - Regular
ra ,r L _ c~i 2 a rsaa C~.~ixxttg .~f ~..o~~txt~~E ~or~ing ~ocumen~ .- ~ubjec~ ~o ~.e~ision BOARD OF SUPERVISORS RETREAT ACTION AGENDA January 23-24, 1999 HOLIDAY INN-TANGLEWOOD SATURDAY JANUARY 23, 1999 9:00 A M - 4.00 P M A. CALL TO ORDER (9:00 A.M.) B. ROLL CALL ALL PRESENT AT 9:02 A.M. C. REQUESTS TO ADD OR CHANGE THE AGENDA purr ff r~ eua,Pmce ' f _ ~ D. REVIEW OF PRIORITIES SET BY BOARD OF SUPERVISORS DURING 1998 RETREAT (Elmer C. Hodge, County Administrator) PRESENTED BY ECH TW ~ JMC DCM 1 ® Recycled Paper TEACHERS SALARIES. FFH SUGGESTED EXPLORING DEVELOPMENT OF GLENN-MARY WITH OTHER LOCALITIES. ECH RECOMMENDED THAT C OUNTY ASK BLUE RIDGE PARKWAY FOR ON-OFF RAMP. HCN ASKED THAT MELINDA C OX PRESENT THE ZHA PLAN AT A BOARD MEETING. HCN ASKED FOR COPY OF JO B DESCRIPTIONS OF EMD'S. JPM RECOMMENDED DISCUS SING TRANSFERRING THE 11-ACRE TRACT FROM SCHOOL BOARD AT PUBLIC MEETING. ECH ASKED FOR GUIDANCE O N WHICH REGIONAL PROJECT TO EMPHASIZE. E. TOPICS FOR DISCUSSION 1. Non-School Capital Improvements Program a. Courthouse space and jail expansion -purchase of Salem Office Supply building ECH ADVISED STAFF IS WORKING ON COURTHOUSE SPACE. b. Discussion of Roanoke River Greenway Plan (construction and funding) BOARD CONSENSUS TO CONTINUE SUPPORT FOR ROANOKE RIVER GREENWAY NEED TO FIND POSSIBLE IMPACT OF GREENWAYS TO PARKS AND REC BOARD CONSENSUS TO INCLUDE GREENWAYS IN THE BUDGET PROCESS. c. Expansion and remodeling of fire stations ECH SUGGESTED A REGIONAL FIRE AND RESCUE FACILITY AS PRIORITY. ECH SUGGESTED HOLDING RIBBON CUTTINGS. ETC. AT NEW AND RENOVATED STATIONS. d. Major utility updates and expansions ~JPDATE BY ECH e. Plans and schedule for animal shelter UPDATE BY JMC f. Funding strategies: how can the CIP be funded so that it is a realistic, do-able plan NO CONSENSUS TO CHANGE Z. Economic Development (Tim Gubala) UPDATE BY TIM GUBALA a. Engineering and Phase I construction of Glenn-Mary b. Funding for Blue Ridge Parkway Orientation/Interpretation Center UPDATE BY HCN c• What should be our balance of residential/non-residential development CONSENSUS TO CHANC' d. Effect on local tax base of tax exempts, land use taxation, tourism, residential development • ~•~•~. ' IrGCU ~ v cnlcrVU AGF M( PRIVATE SECTOR FOR TOURI~n~ 3 e. Regional industrial parks with New River Valley, Bedford/Botetourt Counties f. Review incentive policies for public-private partnerships JPM SUGGESTED DISCUSSING THESE INCENTIVES IN EXECUTIVE SESSION BEFORE REQUESTING PUBLIC APPROVAL. DISCUSSION ON WHAT TYPES OF BUSINESS SHOULD RECEIVE PUBLIC PRIVATE PARTNERSHIP FUNDS. 3. Personnellssues DISCUSSION ON CASUAL DRESS BY COUNTY STAFF. a. Y2K upgrades and ongoing workload ECH UPDATED BOARD b. Project workload ECH ASKED THAT BOARD NOT ADD NEW PROJECTS AND STUDIES UNTIL STAFF HAS COMPLETED THE CURRENT ONES. c. Hidden costs for training d. Public safety -Police, Fire and Rescue e. Recruitment and retention f. Salary survey and employee incentives g. Turnover and vacancies ECH -ABOVE SUBJECTS DISCUSSED AS ONE ISSUE. CONCERN EXPRESSED ABOUT LOSING STAFF AFTER TRAINING THEM. DISCUSSED HIGH TURNOVER IN CERTAIN DEPTS. 4. Review of current financial conditions and related issues for the next fiscal year. (Diane HyattlBrent Robertson) 4 a. Mid-year review of 1998/99 b. Preliminary revenue projections for the next fiscal year c. Significant issues that may impact current and future budgets d. Review of existing and proposed debt e. Changes in budget process to include pertormance measurements 5. 1999 General Assembly Issues (Paul Mahoney) QRESENTED BY PMM HCN WILL ATTEND. a• Update on 1999 General Assembly b. 599 funding c. School construction funding 6. Transportation issues 1DISCUSSED ON SUNDAYI a. I-81 and I-73 interchanges LIONBERGER AND FRED ALTIZER~ b- Public transportation PRESENTED BY MC 5 c. Transportation corridors (e.g., Colonial Avenue, Dixie Caverns Exit) SURROUNDING THE DIXIE CAVERN 181 `EXIT d. Snow removal on private roads (coordination with VDOT) BOARD CONSENSUS THAT AMG WILL DRAFT LETTER TO as IrV n11A11V 1 rNON('F c~~w~~ 7. Update on Strategic Planning Process UPDATED BY BRENT AND PMM F. RECESS AT 4:00 P.M. TO ALLOW BOARD MEMBERS AND STAFF TO ATTEND THE FIRE 8< RESCUE VOLUNTEER OFFICERS' APPRECIATION BANQUET OR THE REGIONAL HOMEBUILDERS ANNUAL BALL. RECESS AT 4.07 P M 6 ~UNDA ;JANUARY 2a,- :00 A.M_ TO 3.00 P M G. RECONVENE (9:00 A.M.) H• CONTINUE DISCUSSION OF REMAINING TOPICS I• PRIORITIZATION OF 1999 GOALS AND OBJECTIVES OBJECTIVES FOR EACH OAL ~~ ~. BROADEN THE TAX BASE 2. INCREA E EMPLOYEE EFI ~ COOPERATION 4• (QUALITY OF LIEF ~ P BLIC SeFE-rv J• LUNCH WITH SCHOOL BOARD (12:00 NOON) RECESS AT 11.40 A M K. DISCUSSION WITH SCHOOL BOARD ON SCHOOL ISSUES 7 RECONVENED AT 1.10 P M ALL BOS PRESENT SCHOOL BOARD -JERRY CANADA ABSENT 1. Early retirement program PRESENTED BY WILLIAM IRVIN PROGRAM WILL BE BROUGHT TO BOS FOR APPROVED BOS ASKED FOR• COLOR CODED COPY OF PROPOSED PROG Ma PM REQUESTED THAT STAFF RUN THE SAVINGS AT 4% INTEREST RATE TO COMPARE TO THE 8%RATE 2. Project update -review and status of all school projects PRESENTED BY SANDY BARBER a. Bonsack Elementary School b. Burlington Elementary School c. Clearbrook Elementary School d. Glenvar Middle School e. Merriman site (DISCUSSION AFTER EXECUTIVE SESSION CHOOL BOARD AGREED TO MOVE FORWARD WITH LAND EXCHANGE IF BOS WOULD MAKE SCHOOL BUS STORAGE L T AVAILABLE ON COUNTY PROPERTY CONSEN US FROM BOTH BODIES THAT AMENDED AGREEMENT WIL BE BROUGHT BACK South County High School DISCUSSED IN EXECUTIVE SESSION g. Roland E. Cook School -Future Uses 3. School Construction Steering Committee -purpose and 8 function EXECUTIVE SESSION BLJ MOTION AT 2.05 P M TO GO INT EXECUTIVE SES ION DI I~ci Iw~~r -rn ~+.~..~..- ..... _ _ _ PR~ERTY FOR PUBLIC PURPOSE ,SOUTH COUNTY SCHOOL RC EXECUTIVE SESSION HELD FROM Z•05 P M T 2:40 P M CERTIFICATION RESOLUTION R-012499-1 BLJ MOTION TO AD PT URC MISCELLANEOUS ISS ES I1~ECH BLJ DR GORDON, MARIAN ROARK TO SCHEDULE MEETING IN FEB TO BEGIN BUDGET PROCES, 2 BLJ AND MARIAN ROARK AGREED THAT THEIR GOAL IS TO rl?CATC A r!AAn rf.-. . ~... .._ _ -- MEETINGS TO REPORT TO BOS ~~••~•• ~ ~ ~~ vn~ L41JPM SUGGESTED THAT BOTH BODIE, SCHEDULE JOINT MEETINGS MORE FREQUENTLY L. ADJOURN (3:00 P.M.) BLJ ADJOURNED AT 3.09 P M 9 ~~~~~ ~ pOAN ~.~ z, "~ 183 BOARD OF SUPERVISORS RETREAT AGENDA January 23-24, 1999 HOLIDAY INN-TANGLEWOOD SATURDAY~JANUARY 23, 1999 9:00 A.M. - 4:00 P.M. A. CALL TO ORDER (9:00 A.M.) B. ROLL CALL C. REQUESTS TO ADD OR CHANGE THE AGENDA D. REVIEW OF PRIORITIES SET BY BOARD OF SUPERVISORS DURING 1998 RETREAT (Elmer C. Hodge, County Administrator) E. TOPICS FOR DISCUSSION 1. Non-School Capital Improvements Program a. Courthouse space and jail expansion -purchase of Salem Office Supply building b. Discussion of Roanoke River Greenway Plan (construction and funding) c. Expansion and remodeling of fire stations d. Major utility updates and expansions e. Plans and schedule for animal shelter f. Funding strategies: how can the CIP be funded so that it is a realistic, do-able plan 1 ® Recycled Paper 2. 3. 4. 5. a. b. Economic Development (Tim Gubala) a. Engineering and Phase I construction of Glenn-Mary b. Funding for Blue Ridge Parkway Orientation/Interpretation Center c. What should be our balance of residential/non-residential development d. Effect on local tax base of tax exempts, land use taxation, tourism, residential development e. Regional industrial parks with New River Valley, Bedford/Botetourt Counties f. Review incentive policies for public-private partnerships Personnel Issues a. Y2K upgrades and ongoing workload b. Project workload c. Hidden costs for training d. Public safety -Police, Fire and Rescue e. Recruitment and retention f. Salary survey and employee incentives g. Turnover and vacancies Review of current financial conditions and related issues for the next fiscal year. (Diane HyattlBrent Robertson) a. Mid-year review of 1998/99 b. Preliminary revenue projections for the next fiscal year c. Significant issues that may impact current and future budgets d. Review of existing and proposed debt e. Changes in budget process to include performance measurements 1999 General Assembly Issues (Paul Mahoney) Update on 1999 General Assembly 599 funding 2 c. School construction funding 6. Transportation issues a. I-81 and I-73 interchanges b. Public transportation c. Transportation corridors (e.g., Colonial Avenue, Dixie Caverns Exit) d. Snow removal on private roads (coordination with VDOT) 7. Update on Strategic Planning Process F. RECESS AT 4:00 P.M. TO ALLOW BOARD MEMBERS AND STAFF TO ATTEND THE FIRE & RESCUE VOLUNTEER OFFICERS' APPRECIATION BANQUET OR THE REGIONAL HOMEBUILDERS ANNUAL BALL. 3 SUNDAY, JANUARY 24, 1998 9:00 A.M. TO 3:00 P.M. G. RECONVENE (9:00 A.M.) H. CONTINUE DISCUSSION OF REMAINING TOPICS I. PRIORITIZATION OF 1999 GOALS AND OBJECTIVES J. LUNCH WITH SCHOOL BOARD (12:00 NOON) K. DISCUSSION WITH SCHOOL BOARD ON SCHOOL ISSUES 1. Early retirement program 2. Project update -review and status of all school projects a. Bonsack Elementary School b. Burlington Elementary School c. Clearbrook Elementary School d. Glenvar Middle School e. Merriman site f. South County High School g. Roland E. Cook School -Future Uses 3. School Construction Steering Committee -purpose and function L. ADJOURN (3:00 P.M.) 4 1998 PRIORITIES ADOPTED BY THE ROANOKE COUNTY BOARD OF SUPERVISORS ON JANUARY 27, 1998 1. PUBLIC EDUCATION • Emphasize salaries and benefits in operating budget The Board provided increased funding for County and School employees that would allow an average 3% salary increase, cover the 2nd year of a five year program to enhance VRS retirement, and offset higher health insurance costs. • Continue funding of approved school construction and renovation projects in the Blue Ribbon Committee Report The Board adopted the $120 Million Blue Ribbon Committee Report and approved Phase I at a cost of almost $48 million. $16, 430,840 was funded in 1998 for Phase I projects including South County High School, Science Labs, Glenvar Middle, Bonsack Elementary, Burlington Elementary and Clearbrook Elementary. 2. ECONOMIC DEVELOPMENT • Marketing of Valley Gateway The Roanoke Valley Economic Development Partnership and County staff prepared two brochures that were mailed to local and regional industrial real estate consultants and to each marketing manager at the Virginia Economic Development Partnership. A block ad was placed in the Mid Atlantic States issue of the Wall Street Journal. An advertisement sign for the shell building has been placed at the location, and Copty and Company is actively marketing the property. • Further engineering and marketing of Glenn-Mary (Roanoke County Center for Industry and Technology) The property will be targeted to the new smart technologies, especially in the fields of transportation and biotechnology, and should be enhanced by the widening of I-81 and new I- 73 's alignment with the Smart Road The project has been listed with the Virginia Economic Development Partnership in Richmond Hayes, Seay, Mattern &Mattern has been hired to conduct an Engineering Concept Plan. Surveys were completed as of January 1 S, 1999. A request to rezone the land to Planned Technology Development (PTD) District will be presented to the Board in 1999. • Marketing of McDonald Farm with the Town of Vinton In 1996, Hill Studio of Roanoke and Carlton Abbott and Partners were hired as the Design team and they held Design Workshops over several days that included citizen participation. The County and Town of Vinton hired ZHA, Inc. of Annapolis, MD to conduct the marketing analysis. Their top recommendations were use as business parcel development and retirement housing development. The next step is for the Board and Town Council to accept the marketing feasibility study and the County to proceed with the rezoning. • Protection and preservation of the Catawba Farm Virginia Tech will retain the property and is working on an agreement with a prospect which will result in preserving and protecting the property as a farm and emphasize biotechnology. This action eliminated County involvement in the project. • Support of existing businesses and industries Staff visited 47 existing businesses in the County during 1998 to discuss economic development issues with them and determine their satisfaction with the County. The County invested $622, 477 in the public private partnership program that benefitted 19 existing businesses and resulted in investments of $32, 673,500. Additionally, the new Lawe's received $500, 000 in public private partnership funds for development of that project. The total Kroger expansion project, valued at $35 million, moved forward with the completion of the Garman Road relocation project. 3. HEALTH AND SAFETY • Regionalization of the 800 MHZ Public Safety Communication System This project is in the frnal stages and conditional acceptance was signed by the City, Motorola and Roanoke County on ,January 1 S, 1999. The City will switch to the 800 system as their primary Fire and Rescue system on February 1. The City and County Police Departments have targeted July 1, 1999 as the date to communicate using the new system. • Evaluate the need for Emergency Medical Dispatch The 911 tax increase was approved in the budget and assessed in November, and the first payment was received in .January 1999. This will provide an increase of approximately $18, 000 monthly. There are currently 4 regular Dispatch vacancies out of 23 positions and the department has had problems in filling these positions. Additionally, 6 new EMD positions were approved by the Board which we have also not been able to fill. Implementation will take place when all vacancies are filled The CPR training for the current communication officers is now complete, and they must next complete 40 hours of EMD training prior to implementation. 2 • Continued support of Advanced Life Support (ALS) To maintain ALS coverage for rescue squads, additional funds provided in the current budget have allowed the County to enhance the part-time personnel pool and there are currently 18 part-time employees working to maintain staffing during normal career hours. Part-time personnel are also used to provide coverage during non-career hours at the request of the volunteers. • Focus on regional efforts A regional firing range has been approved and will be located at Dixie Caverns at the site of the former landfill. Footers for the buildings will be poured in April and the Marines Corps Reserve and Seabees will come on site in June to complete construction. The range should be operational in the fall. Agreements were approved in November by Roanoke City, Salem, Vinton and Roanoke County to construct and operate a regional fire and EMS training center on Kessler Mill Road. Marsh Witt has been hired as the architects and representatives from each jurisdiction will oversee the construction of the facility. Completed construction is estimated for mid spring 2000. During 1998, Public Safety officials and administrative staff from the Cities of Roanoke and Salem, Roanoke County and Vinton began meeting to establish a dialogue of future plans and common issues. This will be an ongoing project. The City of Salem is planning an expansion of its animal shelter and the City of Roanoke, the Town of Vinton and the Counties of Roanoke, Botetourt and Craig are working together with Salem to explore a joint facility at the current Salem site or another suitable location. 4. PARKS AND RECREATION • Development and construction of Merriman Park Design of the 17-acre Plastics One site is 90% complete and will be submitted to the County and VDOT for review and approval in February. When the School Board declares its 11-acre tract surplus and the land exchange with the Lemon family is complete, staff will resubmit a Recreational Access Grant, which, if approved, will provide $487, 000 for the development of phase 1. • Provide lighted soccer field in North County $S0, 000 was allocated to either light an existing soccer field or construct a large freld that could be lit in the future. Existing park facilities were surveyed, and it was recommended that a new 3 park site be pursued. Staff investigated several sites including land at Hollins University, land adjacent to Northside Middle School, and the AMP property. Proposed sites have been prioritized and ongoing discussions are being held with Hollins and with the School Administration. • Publicize Camp Roanoke to enhance fund raising efforts A very successful fundraising effort has been completed with $536, 629 raised in cash donations, volunteer labor, equipment, and building materials. The camp will open up for limited residential adventure programs this summer, and hopefully, a full residential program will be offered in 2000. A Camp Roanoke newsletter has also been published that publicizes the fundraising efforts and highlights work done at the camp. • Develop a recreation program for Spring Hollow Reservoir A work session on the proposed recreation program for Spring Hollow was held with the Board in 1998. There was consensus to improve the road at the railroad trestle before any significant recreational development takes place. As part of the opening of Camp Roanoke, there will be some canoeing in the reservoir, and hiking and overnight camping around the reservoir. 5. REGIONAL COOPERATION • Support Destination Education through the General Assembly and funding The Board included support for state funding of this project to be located in Roanoke City in the 1998 and 1999 legislative programs • Schedule meetings with neighboring counties to discuss potential joint agreements and projects Participated and funded Virginia's First Facilities Authority comprised of 7 counties, S towns and 3 cities. Created Regional Juvenile Detention Commission with the Cities of Roanoke and Salem, and the Counties of Botetourt, Franklin and Roanoke. Joined with the Cities of Salem and Roanoke and the Town of Vinton to implement Project Impact to mitigate disasters in the Roanoke Valley. • Engineering and construction of the Juvenile Detention Center The bids for construction are on the street and the award is anticipated in early March, with construction beginning in April. The first phase of the 81-bed facility will be finished around July 2000. The second phase should be completed in mid-2001. Debt service will be covered by per diem charges paid by the users. 4 • Develop joint economic development and other projects with Salem At this time, the only ongoing project with the City of Salem is the Hanging Rock Battlefield Trail. However, the City of Salem is a member of the Regional Juvenile Detention Commission and there are discussions with the City of Salem concerning a regional animal shelter. The City and County are both participants in Project Impact. • Increase membership in the Roanoke Valley Resource Authority Other localities are not interested in joining at this time. 6. MIS • Complete Year 2000 upgrades Ald programs requiring Y2K changes have been identified and resources assigned Effort includes implementation of new Payroll/Personnel system. Changes were completed for 1998 compliance with the "No Car Tax" legislation. The 1999 rules have changed and work is now in progress for 1999 compliance, a massive undertaking. These projects are occupying all MIS development resources. In making these changes to the County systems, we have accommodated many of Vinton's needs as well. 5 of o ! m~ d' _ ~ of W~ ~~ ~~ ~~ ~~ _~ ,. c• AI~ _ " ~i aro ~~ =~ ~; ~ c~ ~ ~ =, a ~~ o: ~ ~ ~I -: ~ ~ of i ~~ i ~j o Hi' ~~ ~ ^ i y i .n c a ' i ~ ~ , o'' ii f9 y l ' ! y I i i j I x ~ a ~ N ~ ;? ~ ~ [?'f 'n yl ~ ~ ~ ^p co G .y. o' wi ~ a ~'., ~ G l ° -' ~- y•I p 'CIG = 3 ; ~ .~ ^ y ~n~ x ~ i ~ ~i~ o ~.I ~ -~ ~ ~ w ~- I w ~ w -~, i .. ~ o co ~ , O O G ~' ~ n ~ O y C 3 ~ w l ~ ~' ' ~ O I ~, ° "I =' ~ `~. ti ~ a., ~I ° y F~ ` °: oil ~,•~ ~ ~ i C• ?~. 00 -~ G C ~~ I .D v~ 7 N I 7 vi _._ - c - ~ _ o : _.. _ _ .. _.._...- _tp l_ _. '. "'' 77 O O OI _ ~ Vl fJ l GI I 3 O ~ O w O ^ V1 ~ p ry .... m o w I ^ I i ' 'v i ~ ~ ' - , fD CD G ~. ~ ~ oo ' o ti C w ~ H y w ~ I w w . _ iu - , ~,, ~ ,~ ~ ., c ~ ~ ; ~ L ~ i ~ ~ ~ ~ () I fD y ~ = ~ ~ ~ r ' i f9 cc ~ ' i ry ~ Li _~! ~ , ti , i O w i I ..J = a p w G ', ^ ~ ~ O Cn ~ w i N ~ • '27 G ~ • ~ W ~ fn r~ fD 9 O y ~' . • x p '~ ~.:: 'O w ~ lA y O ''C .-~'~, v, c ,., (n ~ ~ O/] w ~ - `° N ~ ~' 3 e y o ~ ~ • ~ m c~ i ~' ~ coo , ~' '~° ~ ~ ~! ~ ~ .0.. N ~ x p, .C cD v' '~~ I O G ~' D. ~ w ~ ~ y (D y C C w G w ;; p y ~ w 'O O ~ I ~ .0.. of ° O I `~ ' ~ ~ O O ~ , f v i 7 . + ~ ~ ti m~ ! _ '~ °~ ~ Y ~ `z I trc H y Oo ~e w~ c o 'o oo ~. ~ ti y v+ w \° O o W 7 y O ~ i ^ =' K y W <. » G `~ 'O'y ^ O ~ pr `G ~ w ~ ; ° I ^ ; a O l ii w w G -_ o .b O w X O O O T, ~ w cv o 'O 'O `~ C' I ~, ~p N 4. 0 N i ' O G In w ~ y ~~ c F acs I o° 5'i N F o o w' c. ~ w ~ ~ w° ~ ~ , ' F ~. ~i ^:~ ~;, y o o• 7 ~ ~ I ~ , • I v~ tO^o ~ ~ m O .. ~ -~ O 7 O O -~ ~ ^~ e ~ ~ ~I p, .y.. [D c O z .n ^ `~ ~ i 'z7 (?9 `< 'o ~ 'til '9 "0 'o 'o w y G C17 ~ C7 o ~ °' ~' ~ °~' •n° ; can n ~ 3 ~ ~ °; °< coo ~' ~° `~ ~c° ~ a '~ H rn v 9 y oo ~ ~ ~' ~ ~ a fD ~ 7 ' O w 00 fE ` n co ?; i ,- O O (D (D ~ G ~ _. G ~ ~ c cD .. ~ ; y y w O I C~'f ~ ~ n Ora O ~ °; ~ ~ ~ ~• F ~ n ~ ^' w _' _ ? p, ~ ry ~ O O fD „O, i, tD. o r y y C ^ t ~ ~ y O Q• ~ > > ! cOi y O ^• ,-' o ~ 3 -, ~' ^ _• ^ a~ .n ~ o ~, - , y_ g o o, I ~c w_ _ ~ °' c i o o F ti 0 ~ . ~ N Vl' f~i r7+ C I y ~ ~ ~ ~ y „'~ ~G ~y (] 3 O "' co ~y i _^• a.~ `~ ^ ~ c! N y (D ', _ y~ ~~ a ~ I a w o~ ' ,oo H v H a y ~ ~ ^ 3 ., ~ w w O .. ~ o C o ?: • y r. ' ~ fD y H ~ .°.: o o• ~ O o C o ~ F o ^ n °' o y o o ~ ~ G ,~ ~ t y ~ . o _ . ~ d w Oq w G r G ^~ ,wy Gy 'I'1 G O .y O' .w» m Al ~ ~ N ~ 'Y ~'1 ~ = W 7 w b ~ _ k~/ n1. ~ a H 1 . ~ TT ~ 0 ry H ti O A SJ C ~ c ~ o o c ~' G~ A _' ~ n ~ A O _~ ~ .~.. ~ a ~ ~ a ~ ;17 ~ 0 0 cC Vl 1 N ~ ~" ~. o ~ - ~ ~. ~ ~ - l INTEROFFICE MEMORANDUM TO: DEANNA GORDON SCHOOL BOARD FROM: DIANE HYATT SUBJECT: ADDITIONAL ANALYSIS OF EARLY RETIREMENT PLAN DATE: 11/02/98 Based upon the Superintendent's budget committee meeting October 8, 1998 I worked with William M. Mercer, Inc. to provide the two additional scenarios that were requested at the work session. The first scenario is based on the new proposed plan being implemented at the payout percentage of 20% for seven years, 28% for five years and 23.3% for three years. The second scenario is a downsized version of the current early retirement plan that eliminates the 30% option for people retiring at age 55. Attachment A graphically depicts the annual amounts that need to be budgeted for the various versions of the early retirement plan. The new line for the proposed 20-28-23.3 plan shows that the plan breaks even in the first five years followed by a sharp drop in expenses that is below the current budget for early retirement. The new line for the downsized current plan follows the same pattern as the line for the current plan except it stays approximately $100,000 to $300,000 below the current plan annually. Attachment B graphically depicts the cumulative amounts that will be paid into each of these early retirement programs over the next fifteen years. Of this plan shown the proposed 20- 28-23.3 option is the only one that falls below the current budget. Attachment C shows the annual cumulative amounts that are used in the charts on Attachment A and B. _ _ _ _------_-- - -- Attachment D is a two page analysis of the proposed 20-28-23.3 plan. The additional costs that are shown on the second page are identical to those that were included with the earlier option that was discussed on October 8, 1998. Attachment E is an analysis of the trust fund for the 20-28-23.3 plan. Attachment F is a comparison of the salary payout from the current plan to the 20-28-23.3 plan for both the teachers and administrators. Attachment G is an analysis of the downsized version of the first plan removing the 30% option for people at age 55. \\ADMOl\ADIv~l\finance\common\corres\ 11-2-98.doc From a financial perspective, the proposed plan at the level of 20-28-23.3 does appear to produce significant savings over the long term while still building and maintaining a healthy trust fund. However, with this plan, consideration needs to be given to the reduction of benefits to the employees. For example, a teacher retiring under the seven year option would be receiving the same 20% payment as the current plan (with the additional FICA benefits) but, would now be working a total of 175 days compared to a total of 140 days under the.current plan. I am sure you would want to consider the impacts that can best be outlined by Dr. Gordon and the School personnel department before you make your decision. If you should decide to go ahead with the proposed plan, it will be necessary for someone on the School staff to be placed in charge of procuring the plan and placing it in service. I will be happy to serve in a financial oversight capacity however, I do feel it is the function of the School personnel department to procure and implement a new plan. \\ADMOI\ADIvLV 1\fmance\common\corres\ 11-2-98.doc Attachment A 0 a Q N ca a L ~+ ~~~// --ii W O O O O O O O O O O O O O O O O O O ~ ~ O O ~ O l~ O l~ ~ d' M M N N ~- r- M N r O ti CO c~ N c~ M In N M O ~ N M C O tC) (a N N a ~ ~ .«-~ C Q Q moo Uj ~j a T T of m ~ ~ a~ ~ N a ~ ~ Ch N ~ ~'? ~ ~ N m ~ ~ C C ~ O N N Q ~ ~ O U Ul ~1 T 1 Attachment B ~~-• C 3 O Q m V fA C R a m E m L m L (Q __ ~ O O O O O O O O O O O O O O O O O O ~ ~ M V' N ~ a~ ('7 N ~ C ~ 3 M O ~ sN- f~0 N a v .. 93 a ~ o t..~ ~ L U a o ~ c 0 m ~ ~ ~ ~ a n. ~, ~ M DO ~ ~ U N 'C ~ m m U ~ O O ~ O O a aj, ~ ~~ T~ M N ~_ ~ N -0 O N O m ~ O ch ~ N d ~ U O n. N ~ 1 i Attachment C fA C a m m W_ O C O N! a 0 v d'~Ae-N~ ~~ppCCppMtOr-ODOO'1 'pa IA I~Clrr-r~tnNMPI~ I~QMN ~ I~.-ONO NOO)C)cON V P-C? O~ O `N-l"1 etOCpcOCichpNd~N~~N fl.~"Tm N~~~~b~~°DtNGCOOOao~O a~Z c'N')NNC7C7~C9NNNNNNNM y, ~-_N~_ c~t~ppC~CeCp-p OlC7eNe~}~ m W C I^e-ONO~NMG~ COD_~tA~~ m Q~ O M~A~~tGO~•M-NCS~'i~$~~ ~1~p~ NNNC7M~C•1~~NNNI`~MC7 a N ~ "ate ~OeN-0~~~~ ~~M eN-~N N I~ N O N S N cO N~ a0 of O O G~ a~ ~~ r' <°! O N ~ I~ tQ O N ~ N l~ N V p N N N N) C7 r r ~- .- .- r r r a N s~ M'D ~ N ~~~~~~O~D_NOOetGC00_Q~ V N d et cr1 O ~q,~.r OON~NC7 CD~NpMOO MI~~'-M~AM ~ C aM~tS~~~C~3~~~c00_~~N~ m Q ~ NN NNe9c7MChMf7C7e9MMM _~~ ~__ ~ ~ ~ ~~ONCOOO~~A~M~~OettNO ~ m 1~p~OOD000NCOCCOQ~CDCtp~C7N 3 ~ ~S~~ONl~OlC~ WO~~tD~N ~dtp Mt~tp 3Oa NNNNC7C7C7C7f7 erCr1 MC')C7M m w W ~ ~ ccpp ctpp ccpp ~tpp ccpp c~Dp c~pp c~pp ctpp c~pp cODCO~<p~<p~pcpcp<pcOCDcOOCDCOp C ` 'fl .- ~ r- .- .- r- .- .- ~- ~- r- .- ~ ~ r- N N N N N N N N N N N N N N N m m ~ V oe ~~~58g8~825~8~000 ~ ~ N N N N N N N N N N N N N } Attachment C ~7 Q~p~ S N M I~ M O~ C! N I~ CD e~A~ ~ W M ~Gfd~~N~O~~W tNpCOO~tC~ _ ~ CO M M Q~ to C0 ~=~p t~ et O N a O NC~N~ ON~CDd'I~tpS~~ m M f~ W to tD e- ti M N O Nst1+Or~NNNMMMMstst Z C a c ++ W 0 C yy0 W a 0 V tq VCpA~OpNMf~M~NpMN~_~t0~~ m W ~ ~GIO)~lN~~~pOppC7~~ppOtep-GCp~ d^e- a~m M~NO~ACNO<D~~CCOti~CODO od!{ N~f~O`d'GDCC~~tDOM~p OfNOO aN~ ~~~-NNMMf7M~et d' M ~ ~ Q ~ ` N ~ d N 7 O O m ~ ~V aD. L ~ t m ~ ? O ~' ~ ~ ~ V ~ G 0 V ~ ~ ~ ~ ~I ova ++ r.. ~~ ~ ~ C W m ~ m 3 ~ V CDOOCOO~N~~~~COO N ~~ S~ N~ ~ M~ c~ ti a OD a ND a ~D c D ~~} COM~")~N C7~I~CA C7r N CD N ~ ~A tq ~p O !~ I~ ~ O ~ M CO 1~ C1 tp M cp 00 CO 00 ~ CD C1 Nd' I~O~tDI~C00)O~-NC'~et~ 'r'r'r'~~~NNNNNN CD MONc~N M~-~vApMCM1~~Op)M ~~cO~cdM')~afC~O~cDs~~C~Ot~p7 ~'SM S ~ ~ aD N ~ COO ti cC c ~ rn 4) tO+ ~ ~ T'st f~CDMtp~-tom soptOcCOMet N ~! I~ Q~ ~ tD Cf N N M ~ ~ ~ ~ ~ ~ et'~~chN~~O~O0OiC~OCDQ~N 1~ O _~ 1~ (~~j f~ pp r f7 e- et' N ~ N N S~ O S~ C~ COD ~ (' 7 0 ~p a O- c~i v ~ o ri ~ .= et' ao c~i~p o i:.= ~~~-NNNMC7~ ~erO ~OCMO~ ~NCOC'~O»COi~OtMD~ <DC7 NCAtANCpc~p~Cp tt)~CO `r° cM'~ ~ ~ aMD ~i ~ c~ i ~ tG CM0_ S ~ c~ N sttDCDON~~ONNNNSM ~ ~ ~ ~ ~ S S O S S S O~~ S S~ 0 0 0 ~~-NNNNNNNNNNNNN Attachment D ~ z~, ~~~~~~~~~~~~~~~ Z } W W co cp co co cp cfl cD co cc c~ co cp co cd cfl ~ J W ~ co cp cD co cp co cp co c0 co cp co co cp co V W (a = N N N N N N N N N N N N N N N ~ m COOtAd'~COOOMOf~e-lC)00 tp i~ to 00 O N ~~ ~ (p er (O O M O N ~cOOODOCOC ~ ' O Q~ pt .I~~coc0~~ O O O cDOM~NtA~O ~1~.-ONCO O O tl') c0 O N N 00 ~ 1~ O ' 0 M V to t1 ) a r- '~ c0 O M l(7 O CO I` c0 ~ f~ cD c0 cD O GO ~ NNNNMe-~ ~ N Z W ~ to CO N O CO c~ M ~ NOM ~ M c ~ N O M M 1~ tC (O r In ~~ d"7MNaO~CD00 r' N N tL') M =W r 1~~.-aDCOM ~- ~ .- V ~ N ~t ~ O N N O to CO M O 1~ ~ In O O M N 00 I` ~ O O (D ~t (D O M O N ~ (p I-C9 apM(OOMO .-~~(OCOt~~CD OZ ~cpONMO~N~et1~~ONCD O ODI~N.-I~I~cO1~lAf~d'000tn~ I~ O Q ~ O l1) ~ ~ r O GO i~ CO CC f~ CO CD CO CO N ANN.- }0 M~Otn1`CG V ~000001~0 '~t~ f~lpMln t0000~.-1~0 ~ W to Cn ~ O .- I~ '~t N O 00 ~ O In ~}' O Q~ c~aiNOCYScDOe-M~NOCOOI~ J W ti M o0 O V O 00 CO ~~~ CO ~ QN M~COCDOOO01OOtl0COtAln~ ..~ J M Q l1')OO(OM N ~F~ 'N Q~ O NM~ O ~ ~ O O N ~ ~ ~~ O tT O 0~0 O ~ p aF- v_N rn ~n ~n N Q O Q r ~ N Q e0 _ ___ - a N O O K c0 CO O O N 00 CO ~~ cp O ~ tL~ c0 M O M M O M r- 1~ O In f~ N 3 Q F'~ ~ 1~ f~ N ~ 1~ O ~ CO M I~ to N O I~ ~~ O O~ I~ tp M N O~ N f~ N~ Z Z O 1~ O O O 1~ ~ 01 ~ N ~ rn~~ cp t~ ~ Z V N N N N r ~ O 00 ~ CO ~ M N .- O ~ Q N N N N C'7 N N N N N N N N N W ~+ ~ Q ~ m W t0 d0 O O~~ N N N O O O O t1') to to In M 00 N N 00 a0 M CD I~ M CD ~ LL ~ ~ rn O O ~ ~ ~ C') cO co cO ~ cD ~ ~+ C H J Z N N~ N ~ O r M In I~ OD aD lCj O CD 1~ ~ O et O ~ ~ ~ ~ ~ ~ O ~ Q O ~ CO CO CD t[1 ~ M ~- O O QO f~ CD CO ~ V ~'- ~- ~ ~- N N N N r ~ ~ ~ ~ ~ m Q m Q: ~- H N ~' N N CO N N OD O c0 cD N~ c0 ~ ~ O O ti <D ~ ALL r CO In M N M CO C~ .-NC1pe-lQNtnO~cDe-CDO~r' ~ ` W WZ to O tD N Ca cO ~ N~ M N M O f~ r~~aorncptirna0c ~ ~ W }m p~~naDCOinc i VtntA~cOCpcpcocDCOCp~i.c~~~ c+D O O ~ N M d' O cp t~ 00 O O ~- N ~ _ _ 0 0 0 0 0 0 0 0 Q 0 0 0 0 0 0 0 ~ ~ N N N N N N ~ W N N N N N N N } Attachment D M M N OD N O N_ C R a 3 m z a a ~. t0 Q G m m ea W CO O N 00 I~ N to In 0 0 f~ N ~~{{ 00 I~Or000lC)d~~rt(y OpN M M ~ r I~NONONCDN000d00000 c0 r M ~t O N CO d 1~ In CO N r N f~ d r ~V d a 0 0 d ~~ M~O M ~000 ~ COrC D0 0 Q i O N N N C7 M r r r r ~- ~ ~ ~ to N ~.-.~~ M N N I~ O l1') 1~ r O d 0 CO to 00 tl') m C7 N r O O r C7 r In d d d d N d ~p (p N~lOOrI~I~COdrN'~f 000000 3 R tnrOOtl7l~tnNl~e-I~M~CDeT C v 4I~ d CO t(7 co O (h r v r (p r r r ~ C V rNN dCO VV •~ v~ d Q ~ . ... r v l9 C ~ O ~ +• O H~U Q ~ ~ R ~ ~ e0 7 ~ ~ Q V m m 3 _O z °~ E w m m 's r C } O ~ C V m LL "' ~ O 7 ~+ ~ ~ ~ ~ 3 G N Y V N n m W ~ ~ ~ r m m C 0 L t0 m } M to 1~ C7 N ('7 O O r Ln In 00 ('7 r I~ c'7 ~ cp c0 c0 ~ O O tf) O M O ch c0 r N CD d CD d N CO co d CO r d Gp 1f) f~ In cG I~ ~ (`~ d O N 0 0 00 d M C7 CO lp O~ r I~ CO t(') 0 0 Ca O M d CD d r c~7 Cp O d M aD 0 r r r r r r r r r r r r r r r r O O O M 00 CO N r t~ 01 O 0p Cp d C7 O O lL~ N r ('7 (~ ~ .~ ~p r O O d r O O 1~ lL~ C7 r O CO 1~ O CO In CO CO I~ ~ N N N N N N N c~ M c N M c~ i M c0~ O O rn I~ O M (h N O O to to d~ 00 O to t(') N to In r d d r Lf') I~ ~ In r O O O O r C'7 CO O C7 00 M O CO `7 C7 O CD 00 .-- co t1) f~ O N d I~ O N tfj O co cfl co ~ ~ ~ r~ ~ ao ca o ao rn rn rn 0 0 0 tL') O to r -~ ~ to O O t[) r N O. O r_ t1') r ap 00_p_(h_O f~ O r I~ lC) O c0 N O_ tf5 ~- _C6 ~ c+~ O O co ~ co N o O r r N C7 ('~ d 0 c0 c0 1~ 00 O O N N N N N N N N N N N N N N c7 0 0 0 0 0 0 0 In O (p r Op r Cp (p OOOOOOOMO NOOOOrr O O O O O O L I') r e a p Cp r d O ti tnOtfjOOO~C~M000'7~ Otn N t!7 I~ O N In t(') lf') CO CO !~ P- ~ O O r ~ r r r r r r r r r r M to O O CO O CO (p N tp CD d 0 CD CC M O~ lf') i~ N CD N CD O~ t1') r d r N r N d O 0D 00 1~ 0 00 00 00 0 f~ O d CC 00 ~ O ~t In r N ao d~ d 0 C7 C'7 00 O N d d 00 r O r (p Op r 0 N d 1~ N Cp r N ~ ~ tL') ~ 't1 ~ ~ r y r r r v v r r r 00 O O r N C'7 d t17 (D 1~ CO O O r N O O O O O O O O O O O O r r r ~~ N N N N N N N N N N N N N 00 tp O N O r Attachment E H _ ~ ~ 0 ~ o ,C ~ V ~ M N ~ M ~ ~ N L ~ ~ ~ ~ Q ~ (~ N y ~ __ ~ ~C H ~ = v O a O N t0 N 0) N .~ C 00000000000000 O 00 M ~' ~ 0 ~ ~ M O CO N d' O ~ et O rt CD ~t M ~ CO M M ~ CA ~- M M OD f~ OD CD ~ 0 r O f~ CO O 1~ c~D ~ ~ d ' ~ (M7 e i cN~ M ~ M (~ ~ t~ ~ W ~ ago r G w m C m m c '.~-.. 3 C O V N O O 1~ CA ~ N 0 O O 00 1~ lf') M O ~ ti N 00 to ~ N 00 ~~ ~' Cfl M O O N N to M I~ O 00 O O (D 00 00 M O 00 O ~ ti CO I~ ~ O M CO I~ O 00 1~ CO to ~ In O N ~f 0 M 0 0 0 N M N O In ~ O CA CA M OJ I~ 0~ N O 00 f~ O M ~ M cl' CO 0 0 0 0 0 0 0 00 00 00 O f~ M ~ O M O 00 00 O ti M N (O tl') `ct O O ~}' 00 M ~ Cfl M c! ~t N 0 N CA 00 O M M ~ M Op O ~- O 0 ~ O) O M CO ONOOONCfl~NO(DM~tflf~ ~ ~ N ~ t~ CEO CO CO CEO cN0 cD c0 0 0 Cfl N cfl ao N N et cfl O 0~ N ao cO N 1~ CO 0 O ~ ~ O i~ ~ 00 O N In cD ~-~tN0000MMt(')00(OI~~f N Ln~~Cp.-f~~~CflO~MOO f~ O O M 1~ f~ CO O ti l!') ~ O N ~ ~ Cn In r I~ 00 O O I~ (O In M O -~ ~ N N N N N N N N N N ~- to O 00 CO M 000000 N M V CO O O 00 N t(7 to O ~ O 00 O ~t N CA t(7 to ~. _ _ ~_Cy CD 00 O CO ~ 1~ N N N 0 0 0 0 t1y ~ ~ In M CO N N 00 00 ~ c0 I~ M c0 ' ~ ~ ~ O O O ~ ~ d' M CO (O CO ~ (O ll ) :~. N N ~ N .- O .-- M to I~ CO CO ~ O • 00 f~ r O ~' O f~ t!') ~ d' tl') 1~ O ~ l0 c0 c0cfltc')etM~OOao~cDCOt1') ?I r- ~ ~ ~ N N N N ~ ~ ~ ~ ~ ~ l~4 ~ ~ m•C ~ fp '~ w Q m O ~~ N 0 ~0 ~ d' N 000 ~~ O C O (~ O ' NNOMf~O00OO0~OMO O I` ~ C0 I~ ~ O M 00 I~ O CO 1~ 00 d' 0 0 N~ Cfl M O O O N M N O '7 O O CA M CO 1~ CD ~ N O 00 1` O ~ M rt CD 0 0 0 0 0 0 0 00 OO O 00 O O ~ N M~ to CO I~ CO O O .-- N 0 0 0 0 0 0 0 0 0 0 0 0 ~ ~ ~ ~~ N N N N N N N N N N N N N Attachment F Teacher: 55 yrs. old j Sala Pa outs - 7 Year Plan ~ (Top of Salary Scale) Earnings Current Plan Proposed Plan Before Retirement 30% 20% Final Salary 42,851.00 12,855.30 8,570.20 VRS Payout N/A 20,964.72 20,964.72 SS Savings (Yrs. 2-7) N/A N/A 561.96 Totals ~ 42,851.00 33,820.02 30,096.88 '~ (Loss) /Gain Per Yr. (3,723.14 Sala Pa outs - 5 Year Plan Earnings Current Plan Proposed Plan Before Retirement 20% 28% Final Salary 42,851.00 8,570.20 11,998.28 ~i VRS Payout ~ N/A 20,964.72 20,964.72', SS Savings (Yrs. 2-5) N/A N/A 734.29 j Totals 42,851.00 29,534.92 33,697.29 (Loss) /Gain Per Yr. 4,162.37', I Earnings Before Retirement Current Plan 20% Proposed Plan' 23.3% Final Salary 42,851.00 8,570.20 9,984.28 VRS Payout 'I N/A 20,964.72 20,964.72 SS Savings (Yrs 2-3) I N/A N/A 509 20 . . Totals ~'~~ 42,851.00 29,534.92 31,458.20 '~, i, (Loss) /Gain Per Yr. 1,923.28' Attachment F Administrator: 55 yrs. old Sala Pa outs - 7 Year Plan (Top of Salary Scale) ~ . Earnings Current Plan Proposed Plan Before Retirement 30% 20% Final Salary 62,894.20 18,868.26 12,578.84 VRS Payout N/A 32,700.48 32,700.48 SS Savings (Yrs. 2-7) ~ N/A N/A 824.81 Totals 62,894.20 51,568.74 I 46,104.13 II (Loss) /Gain Per Yr. (5,464.61 ~ Sala Pa outs - 5 Year Plan ~ Earnings Current Plan Proposed Plan Before Retirement 20% 28% i ~ Final Salary ! 62,894.20 12,578.84 I 17,610.38 j VRS Payout ~~ N/A 32,700.48 32,700.48 ', SS Savings (Yrs. 2-5) N/A N/A 1,077.76 Totals 62,894.20 45,279.32 51,388.61 ~''~ (Loss) /Gain Per Yr. 6,109.29 ~'~ Earnings Before Retirement Salary Pay Current Plan 20% uts - 3 Year Plan Proposed Plan 23.3% Final Salary 62,894.20 12,578.84 I 14,654.35 '~I VRS Payout I N/A 32,700.48 32,700.48 i SS Savings (Yrs. 2-3) N/A N/A 747.37 Totals ~; 62,894.20 45,279.32 48,102.20 I! (Loss) /Gain Per Yr. 2,822.88 Attachment G Early Retirement Analysis -Revised Current Plan CURRENT EARLY INCREASE IN BUDGET PROJECTED CURRENT ANNUAL RETIREMENT INCREASE ANNUAL YEAR BENEFITS RETIREES COST BUDGET OVER 1997 INCREASE 1998 435,482 1, 714,944 2,150,426 2,166,545 (16,119) (16,119) 1999 896,048 1,424, 325 2, 320, 373 2,166, 545 153, 828 169, 947 2000 1,406,198 1,123,396 2,529,594 2,166,545 363,049 209,221 2001 1, 931, 214 852, 732 2, 783,946 2,166,545 617, 401 254, 352 2002 2,425,944 618,649 3,044,593 2,166,545 878,048 260,647 2003 3,134, 304 354, 636 3, 488, 940 2,166,545 1, 322, 395 444,347 2004 3, 326, 788 36,134 3, 362, 922 2,166, 545 1,196, 377 (126, 018) 2005 3,485, 376 8, 523 3,493, 899 2,166,545 1, 327, 354 130, 977 2006 3,590,248 - 3,590,248 2,166,545 1,423,703 96,349 2007 3,673,004 - 3,673,004 2,166,545 1,506,459 82,756 2008 3,657,058 - 3,657,058 2,166,545 1,490,513 (15,946) 2009 3,561,452 - 3,561,452 2,166,545 1,394,907 (95,606) 2010 3,423,022 - 3,423,022 2,166,545 1,256,477 (138,430) 2011 3,275,892 - 3,275,892 2,166,545 1,109,347 (147,130) 2012 3,103,964 - 3,103,964 2,166,545 937,419 (171, 928) 47,459,333 14,961,158 937,419 ~-/ M~o~ahouM To: School Board Deanna Gordon From: Diane Hyatt Date: October 5, 1998 Subject: Analysis of Early Retirement Plan I am providing you with my analysis of the early retirement plans in preparation for your Superintendent Budget Committee meeting on October 8, 1998. I have attempted to quantify the additional expenses that will be incurred in the new proposed plan. A brief explanation of these attachments follows: Attachment A graphically depicts the annual amount that will need to be budgeted for the projected current plan and the proposed plans. As shown on this graph all of the alternatives are in excess of the current budget. The two proposed plans are the most expensive for the first seven to ten years followed by a sharp drop in expenses and then a gradual increase in expenses. By the end of the fifteen year period the proposed plan and the current plan are almost back to the same point. Attachment B graphically depicts the cumulative amount that will be paid into each of these early retirement programs over the next fifteen years. The current budget falls far below the needs of all of the plans. The projected current plans and the proposed 25-35- 35 plus bonus plan end up fairly close to each other after fifteen years. Attachment C shows the annual amount and the cumulative amount that are used in the charts on Attachments A and B. Attachment D is a two page analysis of the proposed 25-35-35 with bonus plan. The second page of this analysis shows the additional cost that will be incurred if the proposed plan is put in place. These costs are related to substitute costs to cover both sick days and the remainder of the school year if teachers retire under the three year option. The cost of the new employee that will be needed to monitor this present program and the cost of check dispersal, legal and actuarial costs. The cost for the trust administration is not included because it is assumed that this will be netted against the interest income that is owned by the trust. At this time I would estimate that this trust administation fee would be 1 % to 1.25% of the fund assets affiually. Attachment E is a two page analysis of the proposed plan without the bonus. On the second page of this analysis the costs are identical to those under Attachment D. Attachment F is an analysis of the current plan. Based upon this analysis and the complexity of administering the new proposed early retirement plan I do not recommend proceeding with the new proposed plan. I look forward to discussing this analysis with you at your Superintendent's Budget Committee. Attachment V1:`.FINAIVCE C0[vII~1ON CORRES\ 10-5 -98. WPD Attachment A N O Q Q t0 a c d L _++ N L W O O O O O O O O O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o ~n o ~n o ~n o ~n ~ M M N N ~-- ~- M (~ N ~- ~ ~ ~ M ~ - N L ` ~ M ~ ~ U N o ~ ~ ~ ~ , U ~ ~ O i O O ~ 0- ~- o T ~ ~ I m ~ i ~. ~ ~ ~ M 'p N '~ -- f ~ I ~_ m - ~ ~ t i ~ ~ I ~ p, C'7 ~ i ~ Q of U ~ N Attachment B H •.- C 3 O Q m :+ es V H C a c m L ~+ d ~, L W $ o o g o o o.. S ~ S $ S o- o 0 0 0 0 cp ~A ~ C'7 N r- YJ r r r N r r r O ii o~ ao I IC~ ~~ ... 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O (O (D N ~ O fD In T CD -~ - - N tD v m C' ti ~ c~ to co O cD ~ O~ C Gh CO r (p O Of r N CO O O O O r N N N M C7 V M tT N N N ('7 C7 @7 O) ti ~ t[7 ~ CO to CO O f~l O O CO CO CO O N .- I~ C' CO O N CO CO r ~ O C7 t~ t~ Cp 1A I~ (D O CO O CO N CO (D O O CO 1~ ~ N N tp O M A N Clf ~ a0 C7 O N f~ N O I~ N O O ~ CD O Of O M to N 1~ C7 (O O ~ ~ r 'Cr <O O C'7 1~ f0 CO 01 O 4f CD (O ~ N +- N N N N Q7 th M M M~ C7 M ('7 M M ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ,~]} ,~]} 4 4 4 4 4 4 4 4J YJ YJ Yl YJ YJ 4J ~ YJ 4J ~ ~ r cD cp cc cc cn cD ~ co cp ca cp cp ca cp cc cf r r r r r r r r r r r r r r r ~ N N N N' N N N N N N N N N N N N a0 01 O •-' N M [(y (D I~ ao Of O .- N Cn CA 0 0 0 0 ~ 0 0 0 0 0 r r r ~ O) X 0 0 0 0 0 0 0 0 0 0 0 O O Q '" '- N N N N N N N N N N N N N W } Attachment D ~ z~ ~~~~~~~~~~~~~~~ wW } a a c p o o o a O o W J ~ c c c c c c c c c co c cc cc cp co C9 ~~W cD cD cD c0 cp c0 tD c0 cD cG c0 c0 cD cp c0 O r-_.-_~_~~~r-~~.-.-~~.-~ W~~ m N N N N N N N N N N N N N N N V W ~' to CO ~ O O c7 O CO cp ~ t1) cp ~ I~ ~ ~ O N Q7 CO - to O ~ O ~ J ~ . cD C ~ 1 cD t~ tD O 00 O d0 N OD c0 Q1 ~ N N N c0 o0 ~ ~fA Q Oc'7~eptNO~r=0007f~cD~~cO et O M M ~ 0 ~ ~O ~ ~ ~ ~ O O V 00~c c i t~c VC Oa OC '~ O ~ Cs H N N N N C7 C'9 C7 (") C7 NNN N N N et N ~ ~ W ~ ~~~ ' ~ W ic ) ~ ~ ~t ~ C'7 N CO CO CO - In ~ ?W ~ N N ~ M ^d_•-aDCOC~ U ~ ~ ~- ,- N O O O cO cD N cD O O a0 cD I~ ~ cp ~ ~ F-C7 f7 N 00 f~ I~ ~ ~ O to O ~ ~ cp a0 c0 OOC'~COOC7N~--NCDQ~~NNNtO et ~ U1 Z Q e- t0 O~ N C7 t1) to O M ~ ~ O tp O ~ N r I~ ~ lO M ~ Ln ~ r3 ' ~ f~ ~ ; ~a f O ~ ~~~~~~~m~~~~~~~ I ~ ~NNC7M(")c7NNNNNN ~ } M~C~~f~cG~~OCOO~~tiO r ~ t1~ C') ~A CO ~ ~W ~O~O~t~~N O~OtpCO ~ C7 f') N O C7 cp Q1 ~ C O ~ N O c0 O t~ a ~ _ c p Q1 I~ M O O ~ O ~ CO ~ ~ ~ ~ ~ d M c0 cD Q1 ~ : (/~ ~- r r r r ~-- N ~-- r r r ~-- a-- ~- r- '~ F ('7 f7 CO t~ f~ N ICJ I~ to O N ~p N C') Q1 C7 N ~ 3 -N Z NOOQ~cDtDN et c0 ~ QO ' ~~i~COO ~~ N m M ~dF~ t D O CD00~NOCD~ N c'7 --. w __ Q.. Q _Q __ - _ _ ._ _ _-__. _. r r !~ T ____... ___._ .- L Q O t~ M cp c0 ~ I~ ~ ~ ~ M to ~~M~~.-O~~tiNm~c0c0 ~ S O N N CO (") C ~ O~ N O ti 1 t0 ~ ~ ZO c p O~N ~Mtii~ ~ ~O O ~~ O ' N Z(~ e ~ tA C ~ ~t~I~cpd ~N cptq etNNNN ~ Q ~ ~ C'7 C') C7 M C7 ~ 7 ~' ~ d' ~ C ~ ~ N_ . y G m r ti O ~ r- O r O I` O O ~ to ~ ~ ~ W ~ N N ~ O ~ cG O (D CO r ~ ~ N (fl to O E M r M~ CD CO Q J ~ top ~ ~ ~ O ~ ~ ~ ~ r ~ ~ ~ O y Q Z V N N N N C7 ~ r r r N N N N C'1 N N N N N C") r7 '' '7 ' M '~ ~ CI M C C ) ( 7 ( m •'' ~ ~ O ~ O ~ N CO CO N Ca ~ ~ N ~ ~ ~ r ~ LL ~- u] O O ~ ti~ st u~ 0 0 cO N O f~ W O Q) N ch O t[~ .- cD O~ ~ O t~ aD O ~ c0 ~ ~ 00 CO '~t O N ~t ~ I~ O~ N et C O c7 O O a0 } W ? ~ W N = - ~ ~ = = W m r- . ~ r- ~ ~ .- .- . .- . ~~ a0 O O ~ N (") ~ ^ O O O ~ N Q) O O O O O~ O O O O O r ~ ~ Q m rn o 0 0 0 0 0 0 0 0 0 0 0 0 ~ W r' r- N N N N N N N N N N N N N } Attachment D (continued) N 7 C O m Z 3 w N N .y - -~ e0 C Q «. C m m a e0 W N 0 ~°. w m 7 eQ C i C Q C C ~, •~ y f~-. ~ U Q Q N ~ t0 ~ tQ ~ rJa V m a z a E w -N O V'I m ~+ 3 N ~ ~ ~ } ~~_ C m ~ ~ '~- O N ~+ e0 0 Y V ~ ~ ~ m ~ r m C O v lQ ~~ ~ N r ~ O ~ p O M N ~ I~ p ~ ~ ~ M CO O tp I~ ~ M ter-ONO NMOMaOCp~~cp ~ ~~~~~o~~N~~~~o~ o N N N C'1 M a* C7 ~~ N N N M M M O ~' d7~-tDNQ1M ONMNOMOO N N ~ O Q1 In O Ca ~ I~ ~ 47 O N N ~' CO N I~ to M O CD CD to M O N O ~ •- O O tf~ cp O cp M c0 r~ a0 M I~ O t1] ~ O ~ M O ~ N 00 M ~ Ca et C v ~ ~i o~ O cO ti cO Q~ ~ ~ cO er ~ a0 r~ cO C~ N ~ CO CO t0 ~ r - ~ ~ O Q1 N r' N cD er cD er O t~ ~ st I~ M O O N S ~ O ~A ccpp f~ I~ M O t[ Q) ~ Q) N O Q) N O O Qf _ c~ Op M ~ O~ ~mrn ~ COOd'O C~ ~ rn ~ e- ~ ~ r r N Im OOOMCaODN ~ I~OOO~p ~M OO~N~MGOtp~cp~Q~O~~ O O I~ ~ M .- O Cp f~ c0 cp ~ c0 c0 I~ tC~ to to cD f~ CD o0 Ci O .- N l'7 tl~ CO ~ N N N N N N N M M M M~ M M O O Q~ I~ O M M N O O In to ~ ll~ CD C ~ ~l] N ~ ~ e- e~ e- In f~ f~ tp r- O O rn 0 r- M cp ~Y' ~ O M Q~ cD Q M tp' c0 W P M to I~ 01 N et t~ O N to O t0 cD CO 1~ ~ ti ~ ~ 47 a0 O O Q1 O O r- oom~no~n~i.~n~nco~n~n~N ao O O .- ~ .- ap 00 O~ M Q7 1~ O •-- ~ ~ n OcaNCO~.-CO~_MOOCptnMN Qf OO~~N<''~<"'»~ticDcOI~a0Ci0 e- N N N N N N N N N N N N N N M 1~ 0000000 ~.[~Q~cp~a0.-cp cp 0000000 MON 00 W.-.-- 0 0 0 0 0 0 ~ .- p~ CO CO .- ~ O ~ ~O~OtOO Cic'7aDC'7Q1 O~ N ~ ~ O N tO ~ ~ CO f0 I~ ~ Cn O O e- r r r ~-- r r r r r ~-- ~ Q1 O O M O M to m to M .-- N O ~ O N O M tp CO M cD O CO.I~ M N~ N N ~- ~~p N ~ ~ 1~ N r- M ~ I~ 1~ I~ r- ~ ~ ca ~ N M N ~ ~ O O ~ N ~ CO N ~t I~ N ca to cD I~ M et ~ ~ ~ cD ~ ~ ~ ~ ~ CO C) O .- N M e~ ~ t~ O Q1 O W N 00000000~000~-.-.- W 0'70000000000000 ~"' ~ N N N N N N N N N N N N N r N •- Attachment E z}WW ~~~~~~~~$~~~~~~ WJ~(, ~ ~ ~ ~ Q cacOCOcpcOCOCOCOCDCCCGCpcOCacO c0 cD c0 c0 cC c0 tD <O c0 cC cp c0 cp co cC r r r r r r r r r r r r r r r ~ W F. _ m N N N N N N N N N N N N- N N CV V W ~~ O N a00 aOD O O~ M O C`7 ~ N -.~ ~ I~ c0 O CO O aD N ~ ~ ~ W O t~ N M Q y O crS of cV Q1 .- ~ .- ~ c'7 O cD ~ ~- Q~ ~~cp~(p7~cpNN(~c~~~~~c00 F-V NNNNC'7C7C7NNNNNNNN e~e~~~cDNOCO~('~ W W Q1 M l'7 ~ ~ CG ~ - ~ ~~ pp ~ O ett-NNt1~~~ ~ ~ M 1~ et r CO CO C'7 - V ~ r ~ e (/~ O O O CD CC N CD I~ Q1 N N~ r Q1 (") N 00 I~ n to ~ ti Q1 I~ M O M ~ N H~ CO M CD O C7 N r O to tf~ Q1 O ti N C'7 to Z V r CD OI N M ~!] I,C) tO r r M O CD to r- 00 1~ N r 1~ et ~ t[~ CO r f~ O O CD ~ O ~ r f~ t0 ' ~ Q ~ N N C 9 M ~ ~ CD ' N r N N ( 7 f7 NNN N N N N N M ~ O ~ ~ CO O.O Q1 O O ~ O r I~ lA C7 L[) ~ ~ ~~pp c~pp Q r f~ W r O ~ d0 ~ O .- t~ d' N O CO r O tO ~t O ~ C'7 C") N O ('7 Cp O r m~ N O C~ O i~ O ~ C7 Gp O O 00 CO tp ~ cD r r (/~ r v r r ~--~ v N ~ v r r .ri y r r H C Q Q1 Q1 N 1~ ti N ti m ZF-U~ O- N~~~-O~~ .. ~ ~ ~ N! ~ c~ccNrnrni.aS r r ~ CO C'7 r N ~ _ - _G a r. n-~_o v- ~ ~ _ _- _.. - - -__ ----- ------ _ N r Q Cl O = R J C'1 O CD CD ('7 r pp r r Lj] O r O ~ r r ~ l1) ' d Q F- N CD 1~ CD ~ r tq ( 7 N O In O O~ N O N Cp ~~ I~ N N N 3 Z O N cG ~ N I~ eT t1] 00 O cC tp ~ (") t1) Q1 ~ CO tO CD O ('7 I~ (7 M '~ to N M r O I~ ~ Z U r N C7 C7 N N N N N r r r 0 i a M C7 C") C'9 C7 ~ ~ ~ '~t ~ ~ ~ ~ ~ _N • y ~ ~ W m r 1~ 00 r r O r O I~ O O In N ~ ~ ~ ~ N ~ O cp Q1 CD QJ r C ~ ~ ' ll7 r N CG ~[J O t I~ C7 00 r C'7 Q CO O Q JZ c p c O cOp~~C~oO~~rn~~cDa~c~ M ~ N N N N M r r r r N N N N Q N NNN N M C'7 C`7 l'7 ('7 C7 C'7 C7 M ~ «. (/~ r f., N N O O N N O O O N O O N v ~ O Cp GO I~ C7 N 0p O 1~ r O r O Q1 I~ I~ 1~ tG ~ t[) N CO ~ ~ _ ~ ~ IL QW W Z to C7 ~D ~ cDOOaOdO'copf~~c^Dtc'~~~O~N~ t~ a0 a0 01 0 0 0 0 r. } 0 0 0 a0 cn W I~ r r ~ ~ - W m r r e ~ ~ Q 00 QS O .- N c'7 ~ I~ O Q1 O r N G7 0 0 0 0 0~ 0~ 0 0 0 r- r r I G7 Q1 0 0 0 0 0 0 0 0 0 0 0 0 0 " } ~ r N N N N N N N N N N N N N m N ch N c~ O '~f d0 O O Attachment E (continued) to C O m O L ~_ C ~v a 3 m Z u .y ~+ id C Q C N N a L W vin.-N•- ca ccoc~~~wrnao ~ 1~ QT ~- r r tQ N C7 I~ P. ~ O C? N 1~ ~ I~~ONO NOQIQ~tONO1~M O ~~j MtAaO~~~~u ~cND.c0paN0a00~O ~ N N N f'7 C'7 ~ f'7 NNNNN N N M ~t m 7 ~ C Q C !0 C « e~ O y H~U Q Q ~ ~_ !0 ~ ~ R Y ~ ~ t J Q U m m 3 0 z °~ E W ~ as r.. C } O ,~ C V m W ~ w. ~ O •+ i:~ d ~ 3 C N Y V ~ H OI al ~ r m C > ~ O R m } .-..-. Q1 r- cD N Q~ M CO ~ ~ ('~ N ~ ~ r- O N N r- O Q1 ~ O C7 O O Q1 C7 c'7 01 N ~ CO N 1~ lQ M N O ~ ~ l(~ 1~ I~ ~ ~ ~ 0 0 ~ CG O t~ ~ O~ ~ cO ~ aD cp ~ N N ~ er ce~~ O ~ N M 1~ ~ CO ~ I~ ~- O)O cpl~cp01~~~O000C") c~ W N 6f) CC CC CD ~ e- CO 00 N C7 N CD ~ 00 W N CO ~ CO ~t O 1~ d' C7 ~ ~- I~ ~ ~ ~ ~ ~ ~ t~ ~ M O_ O N ~ tD 00 ~ O Q1 ~ '~t ~ C'~ c0 0 st C~ CO0 C07 ~ ~ ~ cO ~ ~ a~0 N r ~- ~- r N OOOC~GOCON~1~00a0~p etM OOtgNr-<''~Cau»cD~-C~O r- O vO I~ to C7 ~ O CO I~ CD CO ~ CC ~ I~ to t1] ~ cD t~ CO CO Q1 O ~ N ('7 to co r' N N N N N N N C") C7 C'9 C7 ~ C'] C') O O rn ~ O c~ ch N O O~~ ~ u'~ cO O ~ ~ N t1] to r ~ l(") I~ ~ to ~ O O Q1 O ~ c'7 cp ~ ~ a0 c'~ O cp ~ c'7 tf~ CD GO e- M Ln 1~ Q1 N ~ O N to O cp cp cc ~ r~ ~ r~ ~ ao ~ m ao a~ a~ a~ O O aD cc1 O ctY r- ~ ur rtY ar rti- ~T N-- 0 0 ~ ~n ~ ao ao w c~ rn~ m ~~ ~n O cD N_ O O ~ O to M O O CO ~ f'7 N O O ~ ~- N C7 C'7 ~ ~ cp cp ~ d0 Ci O N N N N N N N N NNNNN N ('7 0 0 0 0 0 0 0 09 cC .- GO ~ c0 tD OOOOOOOMONQ~0o0.-r- 0 0 0 0 0 0 tp .- O aD CO e- ~t 0 I~ l1] O ~ O ~ O ~ C'7 CO C'') ~ O ~ N ~ f~ O N ~ ~ ~ cO c0 t~ ~ ~ O O r r ~- r r '- ~ ~ r ~ ~ ~ O O C~ C7 O C") In ~ ~ ti ~ O cp C) N O M c0 W~ (7 ltd N cO cD a0 O N ~ A N C 1` Q1 O O M M E !~ t~ N ~ t~ N CO X17 r ~ N (N7 C`O') ~ ~ r T r 00 Q1 O ~ N M lf7 1~ CO O O_ ~_ N_ Q1 Q10000000000000 ~ ~ N N N N N N N N N N N N N r N .- Attachment F Early Retirement Analysis -Current Plan PROJECTED YEAR BENEFITS CURRENT ANNUAL RETIREES COST 1998 ...481.,830 1999 976,320 2000 1,529,688 2001 2,112,076 2002 2,773,376 2003 3,445,252 2004 3,655,146 2005 3,830,290 2006 3,953,650 2007 4,020,090 2008 3,972,938 2009 3,837,876 2010 3,662,778 2011 3,490,340 2012 3,277,262 1.,714,944 2,196,774 1,424,325 2,400,645 1,123, 396 2,653, 084 852, 732 2,964, 808 618,649 3,392,025 354,636 3,799,888 36,134 3,691,280 8,523 3,838,813 - 3,953,650 - 4,020,090 - 3,972,938 - 3,837, 876 - 3,662,778 - 3,490,340 - 3,277,262 51,152,251 CURRENT EARLY INCREASE IN BUDGET RETIREMENT INCREASE ANNUAL BUDGET OVER 1997 INCREASE ..2,166,545 30,229- 30,229 2,166,545 234,.100 203,871 2,166,545 486,539 252,439 2,166,545 798,263 311,724 2,166,545 1,225,480 427,217 2,166,545 1,633,343 407,863 2,166,545 1,524,735 (108,608) 2,166,545 1,672,268 147,533 2,166,545 1,787,105 114, 837 2,166,545 1,853,545 66,440 2,166,545 1,806,393 (47,152) 2,166,545 1,671,331 (135,062) 2,166,545 1,496,233 (175,098) 2,166,545 1,323,795 (172,438) 2,166,545 1,110,717 (213,078) 18,654,076 1,110,717 ~ ~ ~ ~ i -- ,, , ~ _ i ~ ~ ~ ~~ ~ , ~ ~ - ~_~ _ r -- .. ,_ ~' r ~ ~ ,, ~ ~ ., .~ . f _ _ ~ _. •~_ ~ _ ~~ i _ _ ' ~ -~ ~~ - ~ _ ~ !~ ~ ~ ~ 11 - ~ ~ ~ ~ ~', ~, - ~ __ `~-~ ~. _ - ~~ ~~ ~ ~ .. __ __ ~ I. - ~~ ~ ~ ~ ~~ _ ,~ ~ -, .- o _. ~ ,, i. k- _`~ _ - - -.- ,, .~ ,, - ~ , ~ ,, - . r .. ~, ~ F r ~~ _ _: , ~ i ~ -_ ''j ' . _ ~ '~, __ i _ ~ ~ ~ f i ~ s ~/ ' ~ i / , • i - ~ t~ ~, ~ - ~. _ .. ., ~ _. ._ _ ~ . - > i r _ ~ iY v~ ,: ~ ~ _ ~ ;, , ~ ~ ~ ~ _, ,, . , ~ , .~- ~ ~ ~~ j c~ ~~y m - , . ~ ~~ - ~ ~ ~. i ,_ - ~ i i f _ ~ 7. ~~ ~ , ,_ ~ , Q ~ ~~ ~, _ ~ t ~ ,~ ~Z _m _ ~ ~ ~, ~ ~ . ~ .~ _~ ,, __ ~ _ . ,..~ Y. ~ ~ ~~ 1~ - y I ~~ ~,~ _. i ~~. ~ i ~ G ~- ~ _ " ~ ~ 1 ,. 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"C ~ ~ ~ c ~ d4 ~ n C 4 v: ~ a ~ C ~ a~ y ~ 'r? ~' ~ .,., o o U 0 v O U / /'n a 0 aq ~, n n ~_ O ~ v ~ ~ o ~ oo ~ v, ~-~ w ~~ ~~ ~v oo ,.~ n O Z m z ~' z G.. n 0o c G7 ~ A c ~ ~ ~ _ m ~ ~. m m ~ cn ,-r as ~ ~ ~ ~; ~ ~ 3 ~ -~ ~ s 3 c ~ ? < ~ d ~ m 3 D = m ~ D C ' n ,~ ~ m 9 d: cn C ~ O w c ~ c _ ~ O O ~ cc ~ ~ O ~ '~O tT1 N opt N ~ N ~ ~ fD a. v v 00 W W ~ OQ ~ Q 1 0. ~ ~ c ~ ~. ~ ~' ~c Q. ~' ~ „~ O '~ can `d ~' ti CD ~ `C ,L~ C CD O a 0 a ~~ n O ~~ 'L7 p 0 -, 0 '~ O C ii 0 0 -, C •., -, n ~ cr"n '~~ p- ~ ~ ~ ~ ~ Qq n_ p ~~~~~ ~ ~ ~ O ~ C ~ ~' ^~,a-:. ~ ~ ~ ~ O ~ o ~ ° ~.~ fD r* r, a' ,.b y ~ ~ O h rt. ~ ~ ~ ~ ~ O ~ ~ ~ C'~D ¢ ~ n n O ~ n ~ ~ n 0. ~ ~ ~D ~ ~ C oa~~a. ~ ~. °- 2 p~ ~~=~.~ ~, ~ ~, o ~, ~ ~ -d ao ~~b ° ~ ~. o ~. ~~° ~.~ CD p~' ~ CD c ~ o a. -~ p..~n ~ ~ .r.~ p fD ~ ~ ~ ~. .b ,o ~ a, ~° ~. ~ ~. s ~ ~? n ~ ~ ~ v: p r-. ., ~ ~ r ~ ~ ~ n -, r, "' ~ C ~ ~ ~ O ~• Q., ~. .., ~' c ~aoaQ ^' ~ G ~ a `~~~~ ~ v~ o ~ ~- p- o~ ~ ~c .~ ~' ~' ~ n `~ ~ ~ .o a~ a~ `~ n ~ ~ a- p ~ •~.+ n ~ ~ ~ ~ Q' Q. ~. .~ a c~ ~' ~~ Q' 0. 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A A m W N A OD (D ~J O O~ Cn A W A O U7 A W O N rn W W cp ~~ U~ CD ~I A N CTl V N D) ~I OD O) O A ~I cD 00 Ln ~! ~ A Cn 47 CD (D 1 A Cn O m lD fD J O O 0 z C D C Z _~ Z m m r m ~ z = ~o o~ C O D z r m ~ ~ m ~ o m ~ D 70 m m z m ~ Z C Z Z m O C Z ~ O N O O O N 0 0 N 0 0 N N O O W N O O A N O O N N O O Of N O O V N O O O N O O N O O N O .d N O N TT~ .~1J m 7° n0 ~ Z vo <~ ~ m _~~ z C Q ~mc O 7tJ ~s ADO T r cmz zom zm~ ~~m m~ zm -~ z C Z v ~ ~ N N W C!1 O (Jl p O p p G ~ C O p p ~ o O 0 0 r <D <O .i N O O 0 N 0 0 N O O N N O O W N O O A N O O N N O O Of N O 0 N O O N O O N 0 1 N O r N O i.d N IV C r m~ vo ~ D Jm z T= O .AEI ~~m Z Z O C C Z W V/ 0 Z~m von z~~ doom rn~ m~ ~~ -+ m vz m z ~~ V I 0 o c o 0 0 0 0 Proposed Budget Calendar October -December • Annual update of departmental CIP requests • Budget Kickoff - Phase I Business Plans (Teams) • Governor releases proposed state budget • CIP submissions due to Budget Department Jam • Phase II Budget Kickoff- Investment Budgeting (1/13/99) • Targets distributed to departments • Business Plans Due (1/15/99) • CIP Draft completed • Preliminary revenue projections complete (1/22/99) • Revenue Team meets to discuss projections (1/28/99) • Investment Budgets Due (1/29/99) • Mid Year Revenue and Expenditure reports to BOS (1/26/99) February • CIP Work Session with Board of Supervisors (2/9/99) • Revenue Projection Update to BOS (2/9/99) • b 'c Hearing: General Comment on the FY 1999-04 budget (2/23/99) • Pubic Baring: Tax rates and tax assessments (2/23/99) • Functional Budget Team presentations (week of 2/22/99) March • Functional Budget Teams present to County Administrator (week of 3/8/99) • Board of Supervisors adopts tax rates (3/9/99) • Work session: Joint County -School Board (3/23/99) • Work session: Contributions to local human, cultural, and tourism service agencies; Volunteer Fire and Rescue Chiefs (3/23/99). A ril • School Budget Due (4/1/99) • Board Adopts School Budget (4/13/99) • County Administrator presents budget to Board (4/13/99) • Public Hearing on Proposed Budget (4/27/99) Mav • Board Adopts FY 1999-00 Budget and CIP (5/11/99) • First Reading of appropriation ordinance (5/11/99) • Second Reading of appropriation ordinance (5/25/99) 1 E 0 F F E To: Elmer C. Hodge, County Administrator From: Brent Robertson Subject: FY 1999 Mid Year Expenditure Analysis Date: January 22, 1999 MEMO Attached you will find the mid-year expenditure report as of December 31, 1998. This r encompasses all Roanoke County operating units within the General Fund. The attached re ort contains: p ' FY 1998-99 adjusted budgets ' Year-to-Date actual expenditures (as of 12/31/98) ' Encumbrances (at 12/31/98) ' Remaining Balances (at 12/31/98) ' Year-to-Date percent expended (at 12/31/98) The budget department contacted departmental staff in each cost center to discuss bud issues and concerns for the remainder of FY 1998-99. Based on the data collected an getary conversations with staff, we can state the following: d ' Departments express confidence that they will stay within budget. ' Several areas are project oriented or realize significant up-front costs in the first six months of the year. These areas are discussed below. ' At this time, based upon discussions held with each department, no deficits are anticipated at year-end. As a general benchmark, departments should have spent approximately 50% of their bud through six months. However, though a department may have expenditures which su a get 50% mark, it is not necessarily an indication that the department will have a deficit ate s the Similarly, a department spending less than 50% of its budget through six months will y ~ end. necessarily retain a surplus at year-end. Any area which has significantly departed from this threshold is shaded on the attached report and discussed in detail below. County Attornpv rca°~ ~; gud~etl The six month reports indicate that the County Attorney office has spent 54% of its bud et. The main factors which contribute to this at present. First, the department realized a significant u fr expenditure fora a g re are two p yment made to DEQ for the Matthews Electroplating Superfund site costs ThetCounty Attorney's office has also incurred a number of expenditures in support of the Treasurer's effort collection of delinquent real estate taxes. While the County Attorney's office pays these costs initn the ally, 2 Page 2 January 22, 1999 they are reimbursed later in the fiscal year. When both of these items are factored in, the Coun A is well within the acceptable threshold of 50%. ty ttorney Economic Develo merit 74.8% of Bud et The Economic Development budget contains contributions to several local agencies. These a en received payment through the third quarter of FY 1997-98. These contributions represent a sizeable portion of the department's bud et. g cies have g When these amounts are adjusted out, the true percent expended for economic development is well within the acceptable range of 50%. Circuit Court (10 2% of Bud etl Through six months, actual expenditures in this department are ve low. that the City bills the Circuit Court for Shared Sala ry This is primarily due to the fact year. No significant surplus is anticipated. ~' C°sts and other operational costs late in the fiscal Police (50 6% of Bud etl The Police Department had spent approximately 51 % of its budget through six months. Howev realize a number of up front capital expenditures which will not be necessary in the second half of fiscal ear, p er, they Y While the de artment expresses confidence in their ability to remain within budget, theh do have one area that needs to be monitored closely. The dispatch center is experiencing si ifica expenditures. Due to the current shortage of dispatchers, scheduled overtime has become necess Y will likely continue into spring. ~ rat overtime ary and Fire and Rescue 57.3% of Bud et Fire and Rescue typically has spent more than 50% of its budget by the mid-year review. This i s related to two main factors. First, the department has major capital purchases that are incurred in the first six (typically for breathing apparatus, replacement fire and rescue vehicles, etc.. months rescue units require audits. These audits are usually done in the first part of the yearthStaffUS confident td the Fire and Rescue department will be within budget at year-end. hat Grounds Maintenance has spent 54% of is budget through sixBmonths. However, the de art 95% of its agricultural materials budget in the first six months of the ear for it s fall a p merit spends The department also spends a significant amount of its budget for wi ter project supplies. Staff h indicated that they do not anticipate difficulty providing existing services wit ~ cultural program. as hm budget. Staff continues to monitor the General Services fu ration clombined incorporates: Administration, Pro e Y As you are aware, General Services p rty Management, Solid Waste, Building Maintenance, Custodial Services, Communications, and the County Garage. The plan developed by staff will enable us t within budget without limiting services. However, careful attention needs to be given to the So ~ live division due to continued increases in tipping fees (due to tonnage increases and a reduction i lid Waste municipal credit). We will continue to monitor tonnages throughout the remainder of the ear ande forth a supplemental request if necessary. Y bring Roanoke County Mid Year Expenditure Report FY 1998-99 Expenditures th rough 12 /31/98 Adjusted Actual FY 98-99 Budget Expenditures Encumbered Remaining Percent General Government Subfu d 12/31/98 12/31/98 12/31/98 Balance 1 Expended n 2/31/98 Year-To-Date General Administration: Board of Su ervisors Coun Administrator 260,553 204 119 131,376 114 129 063 Assistant De u Citizen Services , 84 547 101,130 2,036 , 100,953 50.5% 0 5 Asst. Coun Admin-M t Services , 39,666 0 0.5 /o Asst. Coun Admin-Human Services 103,886 50,670 0 44,881 53 216 46.9% Communi Relations 145,957 73,073 0 , 0 48.8/0 Count Attorne 161,125 37122 72,884 0 50.1 /o Human Resourc 373,419 202'643 ~ 0 124,003 23.0% es 407,475 191 452 170,776 0 54.3 /0 Ecohomic Deveto ment , 0 216 023 762,669 570 396 , 47 0% - Constitutional Officers , 0 192,273 74.8% Commissioner of Revenue Commonwealth Attome 618,698 292,915 1,426 324 357 Sherrill 584,827 275,423 0 , 47.6% Treasurer 4,515,083 2,230 576 309,404 471% Clerk of the Circuit C t 603,404 , 258,604 4,076 1 321 2,280,431 3 0 49.5 /o our 768,454 342 017 , 43,479 43.1 Judicial Administration , 1'709 424,728 44.7% Circuit CourtJud es General District Court 231'279 23,657 ~ Ma istrate 45,478 16,741 207,622 10.2% Juvenile & Domestic Relations Court 1,255 753 0 0 28,737 0 36.8/0 Court Service Unit 10,965 5,039 228 502 60.0% 332,385 122 166 5,698 48.0% Management Services , 0 210,219 36.8% - ~a4~~ ~ ~ci n ana eutlget Public Transportation Purchasing Public Safety -Transportation Safety Commis Police ' 154,064 37 Community Services m:lfinancelbudgetlexpndtrlmidyr99 1 /22/99 1 17, 704 4,491 0 895 1 0 32,667 .3,153,784 28,163 3,11 18,701 2,542,365 477,299 2,2' 5,163 1,628,716 ~~ ,.,,.. 1 1 49. 4 Roanoke County Mid Year Expenditure Report FY 1998-99 Expenditures through 12/31/98 uman Services Grounds Maintenahce Adjusted FY 98-99 Budget @12/31/98 1,507;502 Actual Expenditures 12/31/98 .800,439 Encumbered 12/31/98 .20,362 Remaining Balance 12/31/98 ti86,701 Percent Expended Year To Date .54:4°!° Parks and Recreation 1,449,372 667,048 1,704 780,620 46.1% Public Health 449,641 0 0 449,641 0.0% Social Services 4,065,572 2,051,487 321 2,013,764 50.5% Library 1 777 747 887 093 12 019 878 635 50 6% VPI Extension 80,720 3,339 0 77,381 4.1 Elections 206,946 91,420 3,279 112,247 45.8% Contributions -Social Serv. Orgs. 126 832 59 499 0 67 333 46 9% Contributions -Human Serv. Orgs. 98 410 92 910 0 5 500 94 4% Contributions -Cultural Serv. Orgs. 259 889 190 860 0 69 029 73 4% Total General Government Subfund 42,509,211 20,531,934 649,770 21,327,507 49.8% Other Subfunds: Youth Haven II 442,655 205,830 0 236,825 46.5% Law Library 184 042 19 613 0 164 429 10 7% Recreation Fee Classes 1,487,249 657,577 3,196 829,672 44.4% E-911 Maintenance 908,020 279,936 7,121 628,084 31.6% Management Information Systems 1 383 096 630 503 16 173 736 420 46 8% Communications 580,118 258,063 11,537 310,518 46.5% County Garage 1 123 183 618 064 16 083 489 036 56 5% Total Other Subfunds 6,108,363 2,669,586 54,110 3,394,984 44.6% Grand Total General Fund 48,617,574 23,201,520 703,880 24,722,491 49.2% m:\financeibudget\expndtr\midyr99 1 /22/99 5 s~pyp ~a~~~~~~~a~~~a~~~~~~~~~~ x • y V~ N N O N C? 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A O } w m SY 7 x tll ~ ~ y C ~ ~ j x f0 (7p( F- xN C C uy N y C xm ^Q~ ~ N NN ~' ~ C~J ~ ~ ~x~p .J 7 V U G~1 p~j~ a ~ ` 2~. ~ 7 C/ L ®Q" Fes- x C E- ~ ~ A ~ p~ 4 q4 C ll fn 4 J ~Q m ~p C N a $ ~ y O~ C 'UU ~ ~ m 3~ €~ c °~ ~~ E~ f j ~ a ~ ~ ~ C~ m g ~ _ ~ U c m io ~ ppE d d ii ~ U ~ ~ U ~ 0 H 6 Roanoke County Budget Development Preliminary Revenue Analysis FY1999-2000 Significant Loca! Revenues FY99 % Change FY00 % Change FY2000 New Estimate from FY98 Projection from FY99 Revenues Real Estate Taxes 46,500,000 5.17% 48,715 000 4.76% 2,055,000 Personal Pro ert Taxes p y 21,000 000 5.17% 22,100,000 5.24/0 ° 420,000 Sales Taxes 5,800,000 2.73% 6,150,000 6.03% 375,000 BPOL Taxes 3,600,000 2.39% 3,670,000 1.94% 125, 000 Cellular Phone Tax 490,000 8.04% 505,000 3.06% 130,000 Meals Tax 2,365,000 1.07% 2,385,000 0.85% 155,000 Note: 3,260,000 The Department of Economic Development has provided information concerning revenue adjustments resulting from additional commercial/industrial investments that are expected to materialize during FY1999-2000. These increases include Real Estate Taxes, Personal Property Taxes, Sales Taxes, and BPOL Taxes. The adjustments are reflected in the projections listed above and amount to a combined total of approximately $400,000. Commonwealth Revenues (Subject to General Assembly Approval) -Historically, these items of categorical aid have not been allocated for School operations. HB 599 Funding -Law Enforcement: Additional funding provided for taw enforcement (Police Department); the action attempts to fully fund allocation formula frozen since 1992. 803,000 Compensation Board: Proposal increases funding to provide a "one-grade" (9.3%) salary increase to all deputy positions in sheriffs offices effective July 1, 1999. Roanoke County currently provides substantial supplements to Compensation Board funded positions; in most cases this supplement is in excess of 9.2% of the Comp Board funding. Proposal to increase funding for salary increases of Constitutional Officers and their employees of 4%. There will not be an additional corresponding 2.25% increase based on satisfactory performance, as will be offered to state employees m:\budget\worksessnlBOS1_99.x1s Revenues 180,000 35, 000 7 Roanoke County Budget Development Potential Funding Issues/Considerations FY1999-2000 Economic Development: Center for Research and Technology (Glen Mary): Final Payment for Acquisition Continued Development Costs Parkway Interpretive and Orientation Center -Approximately $900,000 federal and local funds currently secured. McDonald Farm Technology Maintenance and Software Support for Y2KProjects-PayroIVHR System Server Replacement-Programmed Software Lfcenses/Upgrades; Network Upgrades Libraries Valley-wide Automation Hardware/software upgrades at branch locations (1st year of 3 year plan) Contributions Convention and Visitor's Bureau Economic Development Partnership Agencies have requested increased funding to $1.75/capita Police Vehicle Replacement; Traffic Division vehicles due replacement Employee Benefits Salaries 1% -County 1 % -Schools VRS Increase -County and Schools (combined) Debt Service Requirements Previous allocation for School capital purchases of $2,000,000 will be re-allocated to cover increased debt service related to School construction projects. No "net" increase. January 22-23, 1999 $1, 000,000 discretionary discretionary discretionary 60, 000 36,000 32,000 50, 000 24,000 24,000 100, 000 318, 000 731,000 1,049,000 0 3, 424, 000 8 ROANOKE COUNTY SCHOOLS Early Retirement Incentive Program CURRENT PLAN EVALUATION Employee age 55 retires with salary of: $35,000 40 000 $45,000 $50,000 Receive 30% $10,500 $12,000 $13,500 $15,000 New Hire $28,150 $28,150 $28,150 $28,150 Total RCS cost after retirement $38,650 $40,150 $41,650 $43,150 First Year Loss/Savings $ 3,650 $ 150 S 3,350 $ 6,850 A 200 day contract employee is required to work 20 days per year for 7 years Present Daily Rate $35,000/200 = $175 $40,000/200 = $200 $45,000/200 = $225 $50,000/200 = $250 Retirement Daily Rate $35,000x30% _ $10,500/20 = $525 $40,000x30% _ $12,000/20 = $600 $45,000x30% _ $13,500/20 = $675 $50,000x30% _ $15,000/20 = $750 Daily retirement pay with the current plan is 3 times pre-retirement pay! While it is true that this plan provides a source of substitute teachers, the cost of $525+ per day is over $500 in excess of current substitute pay. PROPOSED PLAN Retirement Daily Rate Calculation Comaare to Current $35,000x20% _ $7,000/175 = $40.00 $40,000x20% _ $8,000/175 = $45.71 $45,000x20% _ $9,000/175 = $51.43 $50,000x20% _ $10,000/175 = $57.14 $525 $600 $675 $750 . School Revenue Projections 1998-99 1998-99 1999-2000 Current Proposed Proposed Basic Aid 22,029,542 19,460,437 19,357,576 Sales tax 8,484,365 8,399,597 8,861,391 Lottery proceeds - 3,981,676 3,906,074 Salary supplement 303,217 299,826 918,511 Retirement 1,529,258 1,514,730 1,679,196 32,346,382 33,656,266 34,722,748 Increase over current budget 1,309,884 2,376,366 • • • J O N O Z 7 W H d' 0 x J C7 O Z d' W O C7 aD O W N O a O a O O m O O m W O ~~ Z ~, ~ • O O O N O O O II II Q• II Op,• 11 I ~ I I 1 II II II II II II II O• II O• II It O ii P ii ~ u O ppO.. P P pO P M M O f~ •O A O .f N 1~ E N O CO I!\ O N'1 M~ M ? 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I~ ^ •O •O N I(1 .p O~ •O O O 1~ h M P I~ N 00 r- •O M M ~ N N I!~ M M .~}} O CO M h IA N O Y1 IA ~O I~ O~ N M N 1 N O ti N IA = ~t 1f1 •O CO ~t ~ N M P ~ ~ I!~ ~? 1!1 M M O• O O ~ M ~ P 1!~ ~t ~ P ~ O• .f O CO I~ ~t N .t O P Cp P O O /~ P ' a N 00 M •O P I~ O •O M I~ N ~ #' - ' J O• w ~ r CO P 0 J M P N M f~ N t~ N 1A .t ~ ~f P ~ Y 1 IA P O M •- r• i ~ ~ ~ r .- r # to In 00 C J P W M N .- ;~ ~ Ep '~ ~ n ` fa f~ ~ \ ~I ~ ~! , 10 /0 ,~ T ~ m~0 Q ~' ~ 1 ~ ! ~ O~ ; ~~` ~_yL~ ~In7-r C `° L 3 ~ : $ o ~ n r '~ ~ ~ ~ Ih , Q` n ra' ~' a L Q ~ 4ry ~ A ~ ~ F l7 2 ~ Oo m, T ~ ~, ~ W ~ ~ ~ ~ ~ ?- o i J ~ C m~ ~ ~ a ~ Vi ~ ~ h v a a.. ? O M ~ d~ N /~ _ ~ C a+ ~ '~~' O L N C m Y O L ' C ^ C J ~ C ~+ H O ~+ N N L ~+ 4! al C E O .^ W A N L O S O(/I N C G ~ 91 ~ O Vl ~+ ul E t0 N V ~ X ~+ > > = O ~ L 61 C ~- V 7 a+ +0 L C J W H ~ -+ L J O~ N L C QI ~+ M~ ~ B 7 C + •N Q. ~ ~ ~+ 7 61 J ~ ~ C ~ ~ ~ ~ - ~_ K ~7 N ep ~ W _W C d 4l C y O N Y C W y N N y O O ~ t9 E <~ > . ~ L V C U IL O L ~ L L O. C /p C+ V C V V r ~ C T O Ol U O J t ~ ++ O N ~ . _ E O L >• S •^ ~ {0 67 L ~_ ^ N d L ~+ L yy 10 C Y 1. Y DC 1p O m •.• ~+ > G! N L N 4! ddd777 ^ C! N V L C ~+ •^ +~ J H OC ~+ F- C J _ O O C O H S L • N ~+ IO «+ tp v+ yVV ^ G O ~ • ~ a W C OC E aG E O L m O O O d O- a 6+ 10 O C Ip ~+ L a.+ tp p 0~ 0 O ~ L GI V L i G1 N J rN F•~ ~ L7 N OC OC S N W OC r I =<~< W N N< N U G Y~ S N P i •~ ~ "T ,~ .-. REVISED BASIC AID ENTITLEMENT CALCULATION BASED ON LOTTERY FUNDS -GOVERNOR'S PROPOSAL IN 1999 BUDGET AMENDMENT Division: 080 Roanoke County Source Data: 1998-99 1999-00 Adjusted ADM: 13,794 13,843 Composite Index: 0.4280 0.4280 Basic Aid Per Pupil Amount: 3,364 3,367 Sales Tax: 8,399,597 8,861,391 Lottery Distribution (total):* 3,981,676 3,906,074 ~Iet Additional Aid: Lottery** 1,704,157 1,671,800 Current Basic Aid State Entitlement Calculation: • The total cost of Basic Aid is calculated by multiplying the Basic Aid Per Pupil Amount by the Adjusted ADM. From that amount, the local Sales Tax amount is deducted. The remaining balance is then multiplied by (1 -Composite Index) to determine the state share of the division's Basic Aid entitlement. Proposed Basic Aid State Entitlement Calculation: • The total cost of Basic Aid is calculated by multiplying the Basic Aid Per Pupil Amount by the Adjusted ADM. From that amount, the local Sales Tax and Lottery amounts are deducted. The remaining balance is then multiplied by (1 -Composite Index) to determine the state share of the division's Basic Aid entitlement. The following formula illustrates this calculation: 1998-99 Current Proposed Difference Total Basic Aid Cost (ADM X PPA): $46,403,016 $46,403,016 less estimated Sales Tax amount: 8,399,597 8,399,597 Iess estimated Lottery distribution: 3 8.9 1.676 equals portion to be shared: $38,003,419 $34,021,743 $3.981.676 multiply by (1 - Cn: 0.5720 0.5720 equals State share: $21,737,956 $19,460,437 2 277 519 portion to be shared: $38,003,419. $34,021,743 less state share: $21.737.956 $19.460.437 equals local share: $16,265,463 $14,561,306 1 704 157 . The local distribution of lotter~• revenues is the division's proportional share of statewide lottery revenue based on division weighted ADM relative to statewide weighted ADM. (Weighted ADM is calculated by multiplying unadjusted ADM by 1 - composite index). " This amount was previously reported to you in the Governor's November 17, 1998 Press Release attached to Supts. Memo No. 169 Informational. It represenu the net additional state Basic Aid funding resulting from the application of Lottery funds in the Basic Aid formula. This amount was previously part of the Basic Aid local share. • Debt Service Schedules County of Roanoke and County of Roanoke Schools • Additions to Future School Ca pital Fund Subtract (1)One (2)Capital (3)New (3)SchooU (4)Existing (5)Phase I Fiscal Time Unapprop Economic County Debt Service Annual Remaining Year Savings Balance Development Savings Drop-Off Debt Service Balance • Notes: (1) This money was the result of savings in the 1996-97 and 1997-98 budgets from expenditures that had been budgeted for the new debt service . This money has already been reappropriated to the Future School Capital Fund. (2) This is the present balance of the County Capital Unappropriated Balance. It has not been formally appropriates this time to the Future School Capital Fund. (3) These amounts have been included in the 1997-98 budget as a transfer to the Future School Capital Fund. (4) These amounts represent the savings from the current debt service amount as the outstanding debt declines in tht future. County of Roanoke, Virginia Maximum Affordable New Debt Service Option 2:. With State Construction Grants Included in $47,719,732 Funding 1997 670,000 1,113,043 0 0 0 0 1,783,043 1998 321,772 1,000,000 1,000,000 0 0 4,104,815 1999 1,000,000 1,000,000 0 0 6,104,815 2000 1,000,000 1,000,000 257,407 2,179,918 _ 6,182,304 2001 1,000,000 1,000,000 415,577 3,862,056 4,735,825 2002 1,000,000 1,000,000 2,328,450 4,702,134 4,362,141 2003 1,000,000 1,000,000 2,462,031 4,677,411 4,146,761 2004 1,000,000 1,000,000 2,819,678 4,516,717 4,449,722 2005 1,000,000 1,000,000 3,082,521 4,384,753 5,147,490 2006 .1,000,000 1,000,000 3,607,651 4,252,789 6,502,352 2007 1,000,000 1,000,000 3,781,236 4,120,823 8,162,765 2008 1,000,000 1,000,000 3,918,644 3,988,859 10,092,550 (5) This debt service is based upon the following borrowings from the VPSA and Literary Loan. • Fall 1998 Spring 1999 Fall 1999 Spring 2000 Fa112000 Literary Loans State Construction Grants: 1998-99 1999-2000 $13,474,440 8,515,492 Reduced by 9s-99 state ~t 6,836,600 5,698,558 Reduced by 1999-2000 state gant 4,214,552 7,872,800 46,612,442 554,248 553,042 $47,719,732 M:\Finance\CommonlDebt\Phase1\PLAN2.WK4 07/13298 • r~ • m 0) my 7 W C C .y-. m i0 0 3~ ~ V T a7 i N „~~ ,~ C ~~m ~~ a 5 as ~ ~ m 0 ~ ~3 c m a~0 ~aZ O J ~- `m Y (Y_1 Q '7 ~ C m W 7 C ~ C Ema ~~s m U^~y oQ LL ~ ymmj LLl W C ~a~ Z O ; ; O O m N O m ~O ? 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J z_ F w w - F- o Z N O M O N .~ ¢ a U z x a (-- w w E- z o - M O N c N O N ,.~ d U z a O O O O O O C M 0 0 0 0 0 ~O 0 0 0 0 O C O [~ N ~ O ~O l~ O E M ~n O~ ~ N -~ h O I~ r vl O I~ N - C~ - ~O 7 N d M ~O N M 00 M O C 7 M M ~O V M N N O M I~ V1 - M N ~/1 O o0 00 - ~ ~ I~ V v'f - ~ ~c I~ M - O W l~ V1 M M v1 ~ O M [~ ~O N O V' N l~ W M ~ N M 00 I~ O O O O O O O O O O O O O O O O O O 0 0 0 0 0 0 0 0 0 0 0 0 0 O O O O O i I I _ O O O ~ -- I I - -- E- ¢ ~ z° » w w >O cti ~wwc~~¢¢ z ~ wF-F-wca~33 r~i¢ o~ c7 ~ ~¢¢~- ~33¢~Mm ~- . ~- ¢m3~~~ ~ p ~ ^ ~ O ~ = c~ c~ c~ cn v~ O ~ o ~O- O~ ~ ~ ~ ~ ~ ~ 00 3~~~~ww ~- cUr~-~ ~-¢-~~ , O ~ ~ II ZZZZ F- m U _ OU¢ +r w:z. p0000ww w wv`"~ u~ _, mmnma~ z o 33 III v Y O N Z 0 rn a ~U L U N C O E E 0 E Date: Tuesday, January 19, 1999 Time: 1:25:00 PM 3 Pages To: Roanoke County Board of Supervisors Attn: Mary Allen From: Sales Department Holiday Inn Hotel -Tanglewood FeX: 7722193 Voice: Comments: FaX: 540-774-1195 VOICE: 540-774-4400 Thank you for selecting the Holiday Inn Hotel -Tanglewood for your upcoming function. Enclosed please find our Banquet Event Order outlining the details as I understand them. Upon receipt of this contract, please sign and return the Terms and Conditions. In reference to your expected count, you may revise this figure up to seventy-two hours prior to your function. If the Catering Department does not receive a guarantee count from you, the expected number on the contract will be used as the guarantee. Billing will be in accordance with this number or anything over and above this count. If we can be of further assistance to you in your planning, please do not hesitate to call. We are looking fonnrard to working with you to assure a smooth running event. Vicki Bond Catering Sales Manager l=r3ad and $evera e No food or beverage (alcoholic or otherwise) to be consumed in public areas shall be brought into the Hotel by the patron or attendees from outside sources. The Holiday Inn Hotel - Tanglewood, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the State of Virginia Alcoholic Beverage Control board regulations. Catered`Bars Ali catered bars, both host and cash, are subject to a $25.00 bartender fee per bar. Bartender charges after that are $10.00 per hour per bartender. Cash bars may be subject to a $25.00 cashier's fee until $250.00 in sales is abtained. l Service >~harge and t'ax All catering charges, including food, beverage, room rentals or set-up fees, audio-visual, labor and miscellaneous charges, are subject to a 18% service charge, 4.5% state sales tax and a 4% food and beverage tax. The Service charge is taxable. Service charges will be distributed at the discretion of the Management. Bat7quet Rac~m~ and Sef-U~r Fee 1 Function rooms are assigned according to the number of persons anticipated. The Hotel will not guarantee meeting room assignments and reserves the right to move groups if the need arises. In addition, aset-up fee will be charged for groups who alter the setup of a room less than 48 hours prior to a function. We can provide you with all your audio-visual needs. Rates are quoted upon request. AI! meal functions under 25 persons are subject to a $35.00 small group set-up fee (plus tax & service charges}. Guarantee To ensure adequate Food and Beverage preparation, the number of guests attending must be submitted to the Hotel Catering Department by Nvon three working days prior to the event {72 hours). This number will be considered your guarantee not subject to reduction. If no guarantee is received, the Hotel will use the expected number as the guarantee. The Client will be charged for the actual number of guests served OR the guarantee, whatever is greater. We will be prepared to serve 10°~ over the guarantee for groups of 1 to 100 persons, and 5°~ over the guarantee for groups of 101 or more persons. Shi in and ~tec+eivin Small packages fer meetings may be delivered to the Hotel no more than one week prior to the program due to the minimal amount of storage space. Items shou(cf be addressedto your Sales or Catering Manager, listing group name as it appears on contract and date of arrival. It is the responsibility of the Meeting Planner to arrange for pickup of any returning boxes. Materials (eft at the Hotel more than seven (7) days after group's departure date will be discarded. Decorations Flowers, candles a.nd green plants provide a lovely atmosphere to make your special function an outstanding event. '~Iou may make arrangements for your flora! decorations through our Catering Sales Office. The Hotel will not permit the affixing of anything on the walls, floors or ceilings with nails, staples,- carpet tape or other substances. Please consult the Catering Department fior assistance in displaying of material. Liabilify The Holiday Inn Hotel - Tanglewood reserves the right to inspect and control all private functions. Any infractions of Virginia State ABC regulations or Hotel policies wilE result in termination of function; without refund. Liability for damage to the premises will be charged accordingly. The Hotel cannot assume responsibility for personal property and equipment brought onto the premises. Security If, in the sole judgement of the Hotel, Security is required in order to maintain order due to the size or nature cf your event, the Hotel may require, at your expense, uniform or non-uniform security personnel. Any and all provisions for security must be arranged through the Hotel's Sales Manager. The Hotel shall have final approval on any and all security personnel to be utilized during this function. ' Payment iProcedure Please verify the pa went procedure outlined vn this catering contract. Advance deposits, when required, are credited to your final catering bill and are non-refundable 90 days poor to the event. Approved billings are payable upon receipt of invoice. C 'citt in the event you should canoe! this function less than ninety (90} days prior to arrival, a 50°~ cancellation fee ~~vill be applied to all anticipated room rentals and food & beverage revenues. Thr? ah~vP informatinn ant! rlPtai! snarifrcatinn~ as ~ittlinPr! in fhP fimrfinn nrrfar are annmv~ anr! at:rantprl. We hope the following information may be helpful to you for the planning of a successful event. The abo/ve infonrmati~on and detail speciFcations as outlined in the function order are approved and accepted. ~~ yc Vcu r v~~ G /?G •~C . lr~O~t~ January 19. 1999 Hote! Representative Date Roanoke County Board of Supervisors 1 /24/99 Lure Gate ~ ~~~ ~~ Hote! Tanglewood 4468 Starkey Road, S W • Roanoke, Virginia 24014 • (540) 774-4400 Fax-(540) 774-? 195 H®LIDAY INN HOT1=L - TANGLEWOOD 4468 St~kcy Pcad Sw1 Reanokc, VA 24014 Phone: (640) 771 4100 Fax: (640) 774 1 195 BRNtYUET EVENT ORDER Data: Sunday 1!24199 Post As: Roanoke County Board of Supervlsors Event Order X: 004016 __ - Group flame: Roanoke County Beard of Supervisors Da;e Issued: January 19, 1993 Contact: Ms. Mary Allen On Site: same Address: 5204 Bernard Drina Roanoke, VA 24018 Sales M r : Vicki Bond Phone: 540-?72-2003 Fax: 640.772-2193 Calerii M r.: Vicki Bond Deposit Received: 50.00 posted to Payment Mettrud: uirect BIII "tba" tasK day Aucndaix:c Raigc: 20 Gu:aranlccd: 0 Sci: 0 *~ DI I Rt1C111AC ~RF CI IR iFC'T T(1 rl-I~IUC;F ~'t - i ( R I P RUi~~ q RENAL T NfE PUlVCT! ~N UONI P L , 8:35 AM - 9: I5 AM CoNab Brunk Bomtlrocm 2 20 s 75.00++ 9:00 AM - 3:00 PAM Meeting Boartlroom 2 20 10:30 AM - 11 X00 AM Colfea Brunk ecartlroom 2 20 12:00 PM - I:00 PM P![rtetl Lunch Bcartlroom i 20 MENU 8:45 AM - 9:16 AM Coffee Break Boardroom ~ Catt99, Tea, D9catt9inat9d Cctt9e Assorted Chilled Juices Assl~rted Breakipst Bakeries 37.25 per person+ + (for both broalcel f 0.•30 AM - 11: QO AM Coffee Break Boardroom 2 Coffee, Teo, Decc,fleinated Coffee Assorted Soft Drinks ROOM SETUP 9:00 AM - 3:00 PM Meeting Boardroom 2 Cont9r9nce Styl9 5aatinc~ Water, Glasses, Pads, Pencils and Candy 12:00 PM - 1:00 PM Plated Lunch Boardraom 1 R:>ulid LHI11e5t1f fl-1411'it1111H HOt9! cent9rni9c9s Banquet hlant~er's Ghcicc of Linens 12:00 PM - 1:00 PM Plated Lunch Boardroom i Fresh Frult Cup Tri-Baled Platter Prcunds of Chick9n, Tl.lna and Shrimp Salad s9rved with Ripe Tomatn W9dg9, Black Clive and Fickle Spear `Noni1 Rolls orx) Butter Dessert of the Day COtt99, Tea, D9catt9inat9d Ccltt9a 68.26 pet person+ + AUDIO `JISUAL 9:00 AM - 3.00 PM Boardman 2 1 Solid Bock Ec,sel at r>c cl~lorge MISCELLANEOUS CHARGES SPECIAL INSTRUCTIONS NOTE: Group will provide maetinp oeupon. COMMENTS MINIMUM OUARANTEED ATTENDANCE MUST BE RECEIVED 72 BUSINESS HOURS PRIOR TO YOUR EVENT. ~ ATTENDANCE FALLS BELOW THE GUARANTEED NUMBER, THE CLIENT WILL BE CHARGED FOR THE GUARANTEED NUMBER, IF GUARANTEED NUMBER NOT RECEIVED BY 72 BUSWESS HOURS PRIOR TO SCHEDULED EVENT, CLIENT WLL.L BE CHARGED FOR "IXPECTED NUMBER OF C3UESTS." PP • PER PERSON + + • DENOTES 18% SERVICE CHARGE AND B•696 STATE SALES AND FOOD 8. BEVERAGE TAX * NET 10 DAYS (AFTER TEN DAYS A 1.5~lo SERVICE CHARGE WILL APPLY I~_~~1 Date: Tuesday, January 19, 1999 Ti1'rte: 2:41:01 PM 3 Pages To: Roanoke County Board of Supervisors Attn: Mary Allen From: Sales department Holiday inn Notel -Tanglewood FeX: 772-2193 VOICE: COmmel'1tS: FaX: 540-774-1195 VOICe: 540-774-4400 Thank you for selecting the Holiday Inn Hotel -Tanglewood for your upcoming function. Enclosed please find our Banquet Event Order outlining the details as I understand them. Upon receipt of this contract, please sign and return the Terms and Conditions. In reference to your expected count, you may revise this figure up to seventy-two hours prior to your function. If the Catering Department does not receive a guarantee count from you, the expected number on the contract will be used as the guarantee. Billing will be in accordance with this number or anything over and above this count. If we can be of further assistance to you in your planning, please do not hesitate to call. We are looking forward to working with you to assure a smooth running event. Vicki Bond Catering Sales Manager uspartmenc Food and t3eueka e No food or beverage (alcoholic or otherwise) to be consumed in public areas shall be brought into the Hotel by the patron or attendees from outside sources. The Holiday Inn Hotel - Tanglewood, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the State of Virginia Alcoholic Beverage Control board regulations. Catet'~d Bars All catered bars, both host and cash, are subject to a $25.00 bartender fee per bar. Bartender charges after that are $10.00 per hour per bartender. Cash bars may be subject to a $25.00 cashier's fee until $250.00 in sales is obtained. I Service Charge and Tex All catering charges, including food, beverage, room rentals or set-up fees, audio-visual, labor and miscellaneous charges, are subject to a 18°~ service charge, 4.5% state sales tax and a 4% food and beverage tax. The Service charge is taxable. Service charges will be distributed at the discretion of the Management. ~ar;cpuet Rc~©ms end ~er~#~p Fee Function rooms are assigned according to the number of persons anticipated. The Hotel will not guarantee meeting room assignments and reserves the right to move groups if the need arises. In addition, a set-up fee will be charged for groups who alter the setup of a room less than 48 hours prior to a function. We can provide you with ail your audio-visual needs. Rates are quoted upon request. Ail meal functions under 25 persons are subject to a $35.00 small group set-up fee (plus tax & service charges). Guarantee To ensure adequate Food and Beverage preparation, the number of guests attending must be submitted to the Hotel Catering Department by Noon three working days prior to the event (72 hours). This number will be considered your guarantee not subject to reduction. if no guarantee is received, the Hotel will use the expected number as the guarantee. The Client will be charged for the actual number of guests served OR the guarantee, whatever is greater. We will be prepared to serve 10°~ over the guarantee for groups of 1 to 100 persons, and 5% aver the guarantee for groups of 101 or more persons. I shi in atad Receivin Small packages for meetings may be delivered to the Hotel no more than one week prior to the program due to the minima! amount of storage space. Items should be addressed to your Sales or Catering Manager, listing group name as it appears on contract and date of arrival. It is the responsibility of the Meeting Planner to arrange for pickup of any returning boxes. Materials left at the Hotel more than seven (7) days after group's departure date will be discarded. 13ecoraitians Flowers, candles and green plants provide a lovely atmosphere to make your special function an outstanding event. You may make arrangements for your floral decorations through our Catering Sales Office. The Hotel will not permit the affixing of anything on the walls, floors or ceilings with nails, staples; carpet tape or other substances. Please consult the Catering Department for assistance in displaying of material. Liability The Holiday Inn Hotel - Tanglewood reserves the right to inspect and control all private functions. Any infractions of Virginia State ABC regulations or Hotel policies will result in termination of function, without refund. Liability for damage to the premises will be charged accordingly. The Hotel cannot assume responsibility for personal property and equipment brought onto the premises. Security if, in the sole judgement of the Hotel, Security is required in order to maintain order due to the size or nature of your event, the Hotel may require, at your expense, uniform or non-uniform security personnel. Any and all provisions for security must be arranged through the Hotel's Sales Manager. The Hotel shalt have final approval on any and all security personnel to be utilized during this function. Faycnent Procedure Please verify the payment procedure outlined on this catering contract. Advance deposits, when required, are credited to your final catering bill and are non-refundable 90 days prior to the event. Approved billings are payable upon receipt of invoice. Ca !n the event you should cancel this function less than ninety (90) days prior to arrival, a 50°~ cancellation fee will be applied to all anticipated room rentals and food & beverage revenues. Thp ahnve inf~rmatinn anti defail snerifir•.atinns as nrrilinari in the firnrti~n ~rnfer an? annmvxi and arrenfad. We hope the following information maybe helpful to you for the planning of a successful event HOLIDAY !NN HOTEL - TANGLEWOUD 4469 Starkey Road SW Roanakc, VA 24014 Fl,one: (640) '74 x400 Fax: t640) 77a 1 196 BANCIUET EVENT DRDER Data: Saturday 1l2Sf99 Post As: Roanoke County Board of Supervisors Event c1r.Her #: 004016 Group w:mir. Rcanokc Cow-ity Board of 5uporwscrs Cate IssucU:.;anuar•y 19. 1999 Contarr: Ma Mary AIIen Ors Situ t+arne Adnress: 5204 Bernard Drivt~ Roanoke, `JA 2401 B Silas M~ r : Vicl<i Bond Plxnc: 540-7?2-2003 Fax: 640-772-2193 Calcrr M r.: 'J'u:ki B,: itd Deposit Received: 50.00 pusZee: to Payntsn? Metlrod' Direc*. gili "tba" Sunday Aucnduitcc Ral~c: 20 Guaranlccd: 0 Scl: 0 i ** DI I Rt~C1M~ GRF ~IIR_IFf'T TC7 t NG~NC;F ** -FIha3E FI}11l~TIiffV ~ ~`:~C1f~R PPS R(ai7itrl RENTAL 9:d5 AM - 9a5 AM Coffrs Break Bcerdrocm 2 20 H 75.00++ 9:00 AM - 5.00 PM Mea[inp Boardraorn 2 20 10'30 !kM - I 1 HOC AM Coffee Brenk Benrdro~m 2 20 12:00 PM - 1:00 PM ~IMed Lunch Bomdroorn 7 20 2:30 PM - 3:00 PN. Coffee Brook Bcadroa:n 2 20 MENU. 8.•46 AM - 9:18 AM Coffee Break Boardroom 2 Coftee, Tea, Decatteinated Cnft~ Ass<~rted Chilled Juices Assorted BrHtal<lust Baker'.es 91Q.75 per person++ (far ell three breaks) 10:30 AM - 11.:00 AM Coffee Brea_ k_ Boardroom 2 Coffee, Tea. Decaffeinated CuffHe Assorte~J Suit Drir~ks ROOM SET-UP 9:00 AM - 6:00 PM Meaflnq Boardroom 2 Conference Style Boating VJatcr, Glasses, Pads. Pcnciis and Candy 12:00 PM - i:00 PM Plated Lunch Boardroom 1 Rt>~nrd tattlHa atf 8-10 p!-trlplH Hotel centerpiHCes Banquet hAanagcr's Choice of Lir~ens 12.•00 PM - 1:00 PM Plated Lunch Boardroom 1 Chef's Soup of the Day AUDIO VISUAL 9:00 AM - 6:00 PM Boardroom 2 1 Soiid Back Easel at no ci-IaryH Char-Broled Ghk:ken Sandwich topped with Lear-ice and Tomato served oper,-faced on a Italssr with C^ol Ranch DressirxJ or: the side Senrcd with Scasonrd Fncs Dessert of the Day C'>tfHH, THn, DH(:Fiff Hll ;HI.H1i LI1ffHH 97.25 per peraon+ + MISCELLANEOUS CHARGES SPEGIAL INSTRUCTIONS 2:3fl PM - 3:00 PM Coffee Break Boardroom 1 C:rffHH, THn; DHC:riffHir:nla~rl CnffHH Assorted Soft Urinks HorrK~styln Cookies and Brov~nics NOTE: Group wil! provide meetirl~i cuupen. COMMENTS MINIMUM GUARANTEED ATTENDANCE MUST 8E RECENED 72 BUSINESS HOURS PR {OR TO YOUR EVENT. iF ATTc`"IJDANCE FALLS BELOW THE GUARANTEED NUMBER, THE CLIENT WILL BE CHARGED FOR THE GUARANTEED NUMBER. IF GJARANTEE'3 NUMBER NOT RECEIVED BY 72 BUSWtESb' HOURS PRIOR TO SCHEDULED EVENT, CLIENT WLL BE C:HAROED FOR "E)CPE(,'rED NUMBER OF tlUESTS." • PP -PER PERSON + + • DENOTES 16% SERVICE CHARGE AND 8.651, STATE SALES AND FOOD & BEVERAGE TAX * NET 70 DAYS (AFTER TEN DAYS A 1.5% SERVICE CHARGE WILL APPLYy The above information and detail specitlcations as outlined in the function order are approved and accepted. ViC~ti ~ ~ol2LL January 19. 1999 Hotei Representative Date i -ad-9 Roanoke County Board of Supervisors 1/23194 ~ ~ ~~ Hote! TangPewood 4468 Starkey Road, SW • Roanoke, Virginia 24D14 • (540) 774-4400 Fax-(540) 714-1195 `m ~ N T E R MEMO 0 F F I C E ROANOKE COUNTY BOARD OF SUPERVISORS TO: Members, Board of Supervisors FROM: Spike Harrison ~~~~ DATE: January 8, 1999 SUBJECT: RETREAT TOPICS ~r, On December 15th, Mr. Hodge sent each of us a memo on the problem of retaining staff. Specifically, he was responding to a question from me about animal control officers. Since that time, I have had the chance to talk to people in several departments, most alarmingly in the area of law enforcement. I would like to discuss this topic discreetly perhaps after the press has tired and gone home. I would also like to ask that a salary survey be done to coincide with discussion of this topic. FFH/bjh cc: Elmer Hodge U J ~--~ ~1 Woir 'na Lunch Sandwich Board (minimum 20 people) Home Style Soup of the Day Chef's Choice of Salads Cold Sliced Turkey, Salami, Ham, and Roma Beef, Siced Cheeses Tomatoes, Onions, Lettuce, Pickles, Potato Chips Assorted Breads Selection of Condiments Assorted Dessert Table Coffee, Decaf or k:ed Tea S10.50 per person Soup and Sakxl Buffet (minimum 30 people) Chef's Soup of the Day The Green Patch Salad Bar: Lettuce, Tomatoes, Olives, Onions, Mushrooms, Cucumbers, Cheeses, Croutons, Cottage Cheese, Fresh Fruits, Crackers and Assorted Dressings Tuna Q[ Chicken Saki! Potato ~ Pasta Salad QI Cola Slaw Assorted Dessert Table Rots and Butter Coffee, Decal or k:ed Tea S7.95 per person Hot Sandwich Buffet (minimum 40 people) Chef's Soup of the Day Your Choice of Three Hot Meats: BB6~ Pork, Roast Beef & Gravy, Philty Steak, Turkey & Gravy or Chicken Breast Marmara Served with Breads and Rots, Condiments, Potato Chips, Cole Sk7w and Piclde Spears Home Style Cookies and Brownies Coffee, Decaf or k;ed Tea 511.95 per person Leave ff To The Chef (minimum 40 people) Our Chef Selects: Soup or Sakai One Hot Entree Two Accompaniments In addition, for chose who chose to make a sandwich, we offer Two Deli Meats, Two Cheeses Breads and Appropriate Condiments Assorted Dessert Table Coffee, Decaf or fed Tea S10.95 per person Tanalewood Ex~ (minimum 40 people) Tossed Garden Salad Your Choice of Two: Chicken Picatta, Chicken Teriyaki Griled Chicken, Stir-Fry Chicken, Chicken Pamnesan, Chicken Marsala, Hunter's Chicken, Sliced Turkey, Roast SI'iced Beef, Beef Tips, Beef Stroganoff, Beef Belmont, London Bral, Beef St'r--Fry, Pork Loin, Flounder Almondine Your Choice of jwo: Seasonal Vegetables Parstied New Potatoes, Rice Pilaf, Buttered Noodles, Potatoes au Gratin, Mashed Potatoes, VUid Rice Rolf oral Baiter Assorted Dessert Table Coffee, Decaf or k:ed Tea S11.95 per person AI prices are subiect to 18~ service charge and 8.5b taxes T A-012798-1 ACTION NUMBER ITEM NUMBER "°~ AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: January 27, 1998 SUBJECT: Adoption of priorities of the Board of Supervisors SUMMARY OF INFORMATION: On January 10 and 11, 1998, the Board and staff conducted a retreat to review issues and set priorities for the upcoming year. The Board reached consensus on the attached issues and asked the staff to put them in a format suitable for distribution. You may wish to elaborate on some before adoption. This was an excellent retreat, and I plan to use these priorities with the County departments in developing the budget. SUBMITTED BY: Elmer C. Hodge County Administrator ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~.wnn~~r~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ -ACTION VOTE No Yes Abs Approved (x) Motion by: Bab L. Johnson to approve Harrison _ x Denied () priorities with amendment to Item 2 under Johnson _ x _ Received () Priority 1 McNamara _ x Referred () Minnix _ x To () Nickens _ x cc: File . o ROANOKE COUNTY BOARD OF SUPERVISORS 1998 PRIORITIES 1. PU6LIC EDUCATION • Emphasize salaries and benefits in operating budget • Continue funding of approved school construction and renovation projects in the Blue Ribbon Committee Report 2 ECONOMIC DEVELOPMENT • Marketing of Valley Gateway • Further engineering and marketing of Glenn-Mary • Marketing of McDonald Farm with the Town of Vinton • Protection and preservation of the Catawba Farm • Support of existing businesses and industries 3. HEALTH AND SAFETY • Regionalization of the 800 MHZ Public Safety Communication System • Evaluate the need for Emergency Medical Dispatch • Continued support of ALS • Focus on regional efforts 4. PARKS AND RECREATION • Development and construction of Merriman Park • Provide lighted soccer field in North County • Publicize Camp Roanoke to enhance fund raising efforts • Develop a recreation program for Spring Hollow Reservoir 5. REGIONAL COOPERATION • Support Destination Education through the General Assembly and funding • Schedule meetings with neighboring counties to discuss potential joint agreements and projects • Engineering and construction of the Juvenile Detention Center • Develop joint economic development and other projects with Salem • Increase membership in the Roanoke Valley Resource Authority 6. M~1 • Complete Year 2000 upgrades a ~ ! . ~. '9 ~ .r ~ ROAN ~ F ~~~ z _~ ~ ~ G~ a 1838 ~.a~x~tg .o~~ ~.~~txto~C~Ce ~orking ~ocumen~ .- ~ubjec~ ~o ~e®ision BOARD OE SUPERVISORS RETREAT ACTION AGENDA January 23-24, 1999 HOLIDAY INN-TANGLEWOOD SATURDAY AN ARY 23, 1999 9:OOAM -4. OPM A. CALL TO ORDER (9:00 A.M.) B. ROLL CALL ALL PRESENT AT 9.02 A M C. REQUESTS TO ADD OR CHANGE THE AGENDA purr aF rra sue R~ I~ Y ~_~ \voxnvre D. REVIEW OF PRIORITIES SET BY BOARD OF SUPERVISORS DURING 1998 RETREAT (Elmer C. Hodge, County Administrator PRESENTED BY EcH TW ,~~LMC DCM 1 ®Recycled Paper TEACHER SALARIES FFH SUGGESTED EXpi nQ _ ., WITH OTHER LOCALITIES ECH RECOMMENDED THA' FAR QN-OFF RAMP HCN ASKED THAT MELI__N__D BOARD MEETING EMPHASIZE. E• TOPICS FOR DISCUSSION ~. Non-School Capital Improvements Program a• Courthouse space and jail expansion -purchase of Salem Office Supply building b. Discussion of Roanoke River Greenway Plan (construction and funding) c• Expansion and remodeling of fire stations PRIORITY RENOVATED STATIONS 2 d. Major utility updates and expansions UPDATE BY ECH e• Plans and schedule for animal shelter UPDATE BY JMC f. Funding strategies: how can the CIP be funded so that it is a realistic, do-able plan NO CONSENSUS TO CHANGE 2. Economic Development (Tim Gubala) ~1PDATE BY TIM UBALA a• Engineering and Phase I construction of Glenn-Mary b. Funding for Blue Ridge Parkway Orientation/Interpretation Center UPDATE BY HCN c. What should be our balance of residential/non-residential development CONSEN US TO CHANGE d. Effect on local tax base of tax exempts, land use taxation, tourism, residential development • "'" - ~~~~u ~ u tNCOURAGE Mc PRIVATE SECTOR FOR TOURISM 3 e. Regional industrial parks with New River Valley, Bedford/Botetourt Counties f. Review incentive policies for public-private partnerships JPM SUGGESTED DISCUSSING THESE INCENTIVES IN EXECUTIVE SESSION BEFORE REQUESTING PUBLIC APPROVAL. DISCUSSION ON WHAT TYPES OF BUSINESS SHOULD RECEIVE PUBLIC PRIVATE PARTNERSHIP FUNDS. 3. Personnellssues DISCUSSION ON CASUAL DRESS BY COUNTY STAFF. a. Y2K upgrades and ongoing workload ECH UPDATED BOARD b. Project workload ECH ASKED THAT BOARD NOT ADD NEW PROJECTS AND STUDIES UNTIL STAFF HAS COMPLETED THE CURRENT ONES. c. Hidden costs for training d. Public safety -Police, Fire and Rescue e. Recruitment and retention f. Salary survey and employee incentives g. Turnover and vacancies ECH -ABOVE SUBJECTS DISCUSSED AS ONE ISSUE. CONCERN EXPRESSED ABOUT LOSING STAFF AFTER TRAINING THEM. DISCUSSED HIGH TURNOVER IN CERTAIN DEPTS. 4. Review of current financial conditions and related issues for the next fiscal year. (Diane HyattlBrent Robertson) 4 a. Mid-year review of 1998/99 PRESENTED BY BRENT ROBERTSON AND DIANE HYATT b. Preliminary revenue projections for the next fiscal year c. Significant issues that may impact current and future budgets d. Review of existing and proposed debt e. Changes in budget process to include pertormance measurements 5. 1999 General Assembly Issues (Paul Mahoney) PRESENTED BY PMM PMM ADVISED LEGISLATIVE DAY IS FEB. 11 AND ECH, PMM AND HCN WILL ATTEND. a. Update on 1999 General Assembly b. 599 funding c. School construction funding 6. Transportation issues (DISCUSSED ON SUNDAY) a. I-81 and I-73 interchanges SUPPORT BY BOS FOR PROACTIVE AND STRONG SUPPORT FOR I 81 AND I-73. SUGGESTIONS INCLUDE REGIONAL INITIATIVE WITH ALL SURROUNDING LOCALITIES; AND MEETING WITH WENDY LIONBERGER AND FRED ALTIZER. b. Public transportation PRESENTED BY JMC 5 c• Transportation corridors (e.g., Colonial Avenue, Dixie Caverns Exit) d• Snow removal on private roads (coordination with VDOT) 7• Update on Strategic Planning Process UPDATED BY BRENT ANn 1~neee F• RECESS AT 4:00 P.M. TO ALLOW BOARD MEMBERS AND STAFF TO ATTEND THE FIRE & RESCUE VOLUNTEER OFFICERS' APPRECIATION BANQUET OR THE REGIONAL HOMEBUILDERS ANNUAL BALL. RECESS AT 4.07 P M 6 SUNDAY, JANUARY 24, 1998 9:00 A.M. TO 3:00 P.M. G. RECONVENE (9:00 A.M.) RECONVENED AT 9:05 A.M. - HOM ABSENT (ARRIVED AT 10:55 A.M.I H. CONTINUE DISCUSSION OF REMAINING TOPICS DISCUSSED TRANSPORTATION ISSUES, AND STRATEGIC PLANNING AND SCHOOL EARLY RETIREMENT PROGRAM. I. PRIORITIZATION OF 1999 GOALS AND OBJECTIVES ESTABLISHED FIVE PRIMARY GOALS FOR 1999 AND DISCUSSED OBJECTIVES FOR EACH GOAL. 1. BROADEN THE TAX BASE 2. INCREASE EMPLOYEE EFFICIENCY AND SATISFACTION ~ COOPERATION 4. QUALITY OF LIFE ~ PUBLIC SAFETY J. LUNCH WITH SCHOOL BOARD (12:00 NOON) RECESS AT 11:40 A.M. K. DISCUSSION WITH SCHOOL BOARD ON SCHOOL ISSUES 7 RECONVENED AT 1:10 P.M. ALL BOS PRESENT SCHOOL BOARD -JERRY CANADA ABSENT 1. Early retirement program PRESENTED BY WILLIAM IRVIN PROGRAM WILL BE BROUGHT TO BOS FOR APPROVED BOS ASKED FOR: COLOR CODED COPY OF PROPOSED PROGRAM; JPM REQUESTED THAT STAFF RUN THE SAVINGS AT 4% INTEREST RATE TO COMPARE TO THE 8%RATE. 2. Project update -review and status of all school projects PRESENTED BY SANDY BARBER a. Bonsack Elementary School b. Burlington Elementary School c. Clearbrook Elementary School d. Glenvar Middle School e. Merriman site DISCUSSION AFTER EXECU TIVE SESS ION) SCHOOL BOARD A GREED T O MOVE FO RWARD WITH LAND EXCHANGE IF BOS WOULD MAKE SCH OOL BUS STORAGE LOT AVAILABLE ON CO UNTY PR OPERTY. CONSENSUS FROM BOTH BODIES THAT AME NDED AG REEMENT WILL BE BROUGHT BACK. f. South County High School DISCUSSED IN EXECUTIVE SESSION g. Roland E. Cook School -Future Uses 3. School Construction Steering Committee -purpose and 8 function EXECUTIVE SESSION RC TO 2:40 P M CERTIFICATION RE OL~ITION R-012499-1 BLJ MOTION TO ADOPT ~ -Rr - ~v MISCELLANE S ISSUES MEETINGS TO REPORT Tn •gOS 4) JPM S GESTED TNeT anT~.., ~.. ~ ~ n MEETIN S MORE FRE[~~ ~ENT~Y L• ADJOURN (3:00 P.M.j BLJ ADJO ir?NED AT 3.09 P M ... 9