HomeMy WebLinkAbout3/18/2003 - Special
233
March 182003
,
Roanoke County Administration Center
5204 Bernard Drive
Roanoke, Virginia 24018
March 18, 2003
The Board of Supervisors of Roanoke County, Virginia met this day at the
Roanoke County Administration Center, 5204 Bernard Drive, Roanoke, Virginia, this
being an adjourned meeting from March 11, 2003 for the purpose of conducting a
budget work session.
IN RE: CALL TO ORDER
Chairman McNamara called the meeting to order at 5:13 p.m. The roll call
was taken.
MEMBERS PRESENT:
Chairman Joseph McNamara, Vice-Chairman Richard C.
Flora, Supervisors Michael W. Altizer, Joseph B. “Butch”
Church, H. Odell “Fuzzy” Minnix
MEMBERS ABSENT:
None
STAFF PRESENT:
Elmer C. Hodge, County Administrator; Diane S. Childers,
Clerk to the Board; John M. Chambliss, Assistant County
Administrator; Dan O’Donnell, Assistant County
Administrator; Diane D. Hyatt, Chief Financial Officer
IN RE: BRIEFINGS
1. Briefing regarding upgrades to the Wastewater Treatment Facility.
(Gary Robertson, Utility Director)
Mr. Robertson reported that upgrades to the regional wastewater
treatment facility are anticipated to cost $48 million. This cost is considerably higher
than the rate reported in April 2002, and the increase is due primarily to the fact that
234
March 182003
,
more work than was originally envisioned is needed. The overall capacity is planned to
increase from 42 to 55 million gallons per day (MGD) and the ability to handle peak hour
flow is anticipated to increase from 55-58 MGD to 160 MGD.
Mr. Robertson stated that the Board approved the first 8.36% phase of the
sewer rate increase in 2002, and at that time staff had indicated that an additional
increase of 8.36% would be necessary. The second increase will be brought before the
Board in June 2003 for enactment in January 2004. The additional increase will be
necessary, and the majority of the surplus will also be required. Mr. Robertson reported
that following the second 8.36% increase, the County’s sewer rates will be very close to
the rates in Roanoke City.
In response to a question from Supervisor Minnix, Mr. Robertson reported
that under the proposed Water and Wastewater Authority, other municipalities will be
charged for sewer treatment services based on the formula currently being used.
Existing contracts with the wastewater treatment facility will still be honored under the
regional Water and Wastewater Authority.
There was general discussion regarding how costs incurred by the Water
and Wastewater Authority will be shared among the localities receiving services. Mr.
Robertson indicated that the users’ contracts are structured so that costs are shared by
all users of the facility, and these contracts will be rolled over into the authority. He
indicated that each locality will still have the ability to establish their own sewer rates,
and that the authority will be a self-supporting enterprise fund.
235
March 182003
,
IN RE: WORK SESSIONS
1. Departmental Budget Reviews:
(a) Commonwealth Attorney (Randy Leach)
Mr. Leach was unable to attend the budget work session due to a
scheduling conflict. It was reported that Mr. Leach needs $16,000 additional funding to
cover the cost of state funding reductions.
(b) Community Development (Arnold Covey)
Note: This work session was held following the briefing regarding
implementation of fees in the Sheriff’s Office.
Mr. Covey reported that the only increase in his departmental budget was
the $200,000 allocated for the National Pollutant Discharge Elimination System
(NPDES). He reviewed the upcoming projects which the department will be working
on in the next year:
Engineering: (1) Implementation of Phase II NPDES. (2) Upgrade to the
Geographic Information System (GIS) server and purchase of additional software,
digital mapping, etc. (3) Site development projects at the Center for Research and
Technology (CRT), Valley Gateway, Clearbrook, and the Read Mountain Fire Station
addition.
Inspections: (1) Implementation of new permitting/land development
software (including wireless devices, PDAs, and laptops for field personnel). In
response to a question from Supervisor McNamara, Mr. Covey reported that 6 of the
236
March 182003
,
County’s 11 inspectors are combination inspectors. He stated that specialized
inspectors are necessary for commercial building inspections, but combination
inspectors can be used for residential inspections. There was also general discussion
regarding evaluation of drainage sheds and reducing the impact of stormwater runoff
which occurs as a result of new construction.
Planning and Zoning: (1) Update the community plan with a focus on the
increase in residential development.
Mr. Covey also reported that the Community Development Department
received $195,000 from the Utility Department’s budget for engineering, drafting, and
inspection services. It is uncertain if this funding will continue under the new regional
Water and Wastewater Authority.
(c) County Administration (Elmer Hodge)
Mr. Hodge stated that the administration continues to focus on economic
development, formation of the regional Water and Wastewater Authority, and dealing
with ongoing budgetary issues.
(d) Health Department (Dr. Molly Odell)
Dr. Odell was unable to attend the budget work session due to a
scheduling conflict.
(e) Utilities (Gary Robertson)
Note: This work session was held following the briefing on the wastewater
treatment facility upgrade.
237
March 182003
,
Mr. Robertson reported that the Utility Department will be concentrating on
the following subdivisions in fiscal year 2003-2004: Homewood, Spring Lawn,
Summerdean, Glen Heather Farm, and the area surrounding Plantation Road/Loch
Haven. He stated that one of the department’s goals is to provide a more reliable water
supply, and this will be achieved with the formation of the Water and Wastewater
Authority. Another priority within the department is the conversion of meters to radio
read meters. Approximately 13% of the total number of meters has been converted,
with the majority of the commercial meters being radio read meters.
Mr. Robertson stated that one of the short-term issues facing the
department was increasing the customer base in order to spread the debt service over a
wider range. He stated that formation of the regional authority will assist in resolving
this issue. He also reported that long-term issues facing the department with regard to
water operations include dealing with an increasing workload with available personnel
and the formation of the regional authority.
With regard to sewer operations, Mr. Robertson stated that departmental
goals include the following: (1) Providing uninterrupted sanitary sewer service to
customers. (2) Minimizing sewer backups through the use of preventive repair and
maintenance of lines. Mr. Robertson reported that he will be replacing eight vehicles
out of a fleet of 63 in the next fiscal year. The annual cost for vehicle replacement is
approximately $220,000, although it will be closer to $300,000 in 2003-2004 due to the
need to replace two dump trucks.
238
March 182003
,
IN RE: BRIEFINGS (CONTINUED)
2. Briefing regarding County and School budget for fiscal year 2003-
2004. (Diane Hyatt, Chief Financial Officer)
Ms. Hyatt reported that County and School staff had met to review the
budget and attempt to eliminate the use of the $800,000 in school personnel savings.
The proposed sources and uses of revenues are as follows: New County revenues are
$3,035,986, less economic development incentives of $392,000; new School revenues
are $1,368,389, for total new revenues of $4,012,375. Ms. Hyatt reported that a 1.34%
increase in the cost of health insurance had originally been budgeted, but staff was
notified this afternoon that there would be no increase in health insurance costs for the
next year. This will result in an additional savings of approximately $100,000 for both
the County and Schools, and is not reflected in the totals being discussed. A tentative
salary increase of 2% is included in the budget, resulting in total net new expenses of
$2,623,321. This leaves a balance of $694,527 for both County and Schools to fund
other needs. The transfer to Schools will total $1,368,389. Ms. Hyatt stated that the
tentative $243,948 State revenues are not included in the figures discussed and if
received, it will be split equally between the County and Schools. In addition, the
remaining $250,000 in the Future School Capital Fund will be split equally between the
County and Schools.
Ms. Hyatt discussed the following new items which have been approved
and for which funding will be needed in the 2003-2004 budget:
239
March 182003
,
?
Ten additional fire and rescue personnel
?
National Pollutant Discharge Elimination System (NPDES)
?
Society for the Prevention of Cruelty to Animals
?
Voting machines
?
HP Migration
?
Breathing apparatus (SCBA)
?
Courthouse repairs
?
$3 tipping fee increase
?
New payroll platform upgrade
The total for these items is $2,575,000 with $694,527 being designated
from the 2003-2004 operating budget, $736,000 from the 2001-2002 year-end balance,
and $143,000 covered by the proposed increase in the ambulance transport fee. Ms.
Hyatt reported that this leaves $1,001,473 which is not currently funded.
Ms. Hyatt also reported that a correction to the Capital Fund
Unappropriated Balance needs to be made. The current balance showing is
approximately $1,389,000. She indicated that during the prior year budget process,
$732,000 was spent and is not reflected in that amount, leaving a balance of
$656,804.54. She reported that the funds were used for the following purposes:
$500,000 for IT infrastructure upgrades, $200,000 for NPDES, and $32,000 for Virginia
Western Community College site preparation.
3. Briefing regarding proposed increase in the fee for ambulance
transport. (Dan O’Donnell, Assistant County Administrator)
Mr. O’Donnell reported that an analysis had been conducted to determine
who is primarily responsible for paying the transport fees. He indicated that 67% of the
fees are paid by Medicare, 13% by Anthem/Trigon, 13% by other insurance companies,
240
March 182003
,
and 4% are private pay. Three options will be presented to the Board at the March 25
meeting regarding a proposed increase in the ambulance transport fees: (1) No change
– this option would generate an additional $27,000 per year. (2) Adopt the City of
Roanoke’s rate structure but go to the Medicare maximum mileage rate of $5.47 per
mile with a $75 maximum – this option would generate an additional $143,000 per year.
(3) Adopt the Medicare maximum rate – this would generate $157,000 per year.
Adoption of the Medicare rate structure requires phasing in of the full rate increase over
the next five years.
It was the consensus of the Board to have this matter presented at the
March 25, 2003 meeting.
4. Briefing regarding implementation of fees in the Sheriff’s Office.
(Brent Robertson, Budget Director)
Mr. Robertson stated that there are two separate fees which can be
implemented by the Sheriff’s Office: (1) A $25 booking fee which would generate
approximately $120,000 and can be used for general fund purposes. (2) A $5 fee upon
conviction which would generate approximately $160,000 and must be used for
courthouse security personnel. This revenue would cover the cost of approximately four
bailiffs. Mr. Mahoney reported that publication of a legal notice and a first and second
reading of the proposed ordinances are required to implement the fees. Taking this into
consideration, the Sheriff’s Office may be able to begin collecting fees in Mid-April or
241
March 182003
,
May. There was general discussion regarding security issues at the courthouse and the
use of personnel in the Sheriff’s Office to handle courthouse security.
IN RE: GENERAL DISCUSSION
Ms. Hyatt stated that during the work session with the School Board on
March 11, it was determined that the Board of Supervisors and School Board would
meet again on March 25 to discuss the 2003-2004 budget. She stated that the County
and Schools are now in agreement on the proposed budget, and the School Board is
proceeding with development of their budget based on these projections. It was the
consensus of the Board that there is no need to meet with the School Board on March
25.
IN RE: ABSENCE
Supervisor Flora left the meeting at 6:00 p.m.
IN RE: ADJOURNMENT
Chairman McNamara adjourned the meeting at 6:25 p.m. until Tuesday,
March 25, 2003 at 3:00 p.m. at the Roanoke County Administration Center for a
regularly scheduled meeting.
Submitted by: Approved by:
________________________ ________________________
Diane S. Childers Joseph P. McNamara
Clerk to the Board Chairman
242
March 182003
,
This page intentionally left blank