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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