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Home My WebLink About4/2/2012 - RegularITA M QT I Lei I sr -Al 0041 IN U MEMBERS PRESENT: Bradley E. Grose, Mayor Robert R. Altice Matthew S. Hare William W. Nance STAFF PRESENT: Christopher S. Lawrence, Town Manager Susan N. Johnson, Town Clerk Stephanie Dearing, Human Resources Director Barry Thompson, Finance Director/Treasurer Ben Cook, Police Chief Chris Linkous, Fire/EMS Captain Anita McMillan, Planning and Zoning Director Lauren Hodges, Facility Manager -War Memorial Mary Beth Layman, Special Program Director The illayor called the work session to order at 4:00 p.m. Mr. Nance suggested that Council hold most of their comments for a later time in lieu of the schedule, The Town Manager indicated that it would be helpful if Council would ask questions tonight that might require gathering additional information by staff. The Town Manager began with the overview • the Town's budget by discussing priorities of maintaining core services, no new or increase in taxes, evaluating fees for services, evaluating pay increases for employees, restricting operations in Police and Public Works Departments and maintaining a focus on economic development. The total budget as presented was $10,497.263. Next, the Town Manager commented on our revenue sources which have increased .11%. He then commented on general fund expenditures giving a breakdown by categories. Budget highlights were reviewed relating to capital items, contributions, milling and paving, economic development, fagade grant program, increase in electricity and fuel expenses, and debt service. Mr. Hare asked if the police vehicles were shown on the slide in both the capital items and the debt service. Mr. Thompson, Finance Director, responded they are, but in the budget it is listed in debt service. The Town Manager then reviewed personnel issues which related to positions, a 2% pay increase recommendation for all full-time and permanent part- time positions, liability insurance, and employee benefit increases. He indicated that we still do not have the final word on the General Assembly's decision relating to the VRS Retirement Plan relative to employees being required to pay the 5% contribution. Mr. Nance asked what would a 1% increase amount to annually and Mr. Thompson responded it would be $42,378.00. M art$ i The Capital improvement program totaling $137,000 will be reviewed in department presentations and the Town's three debt service payments are for the EMS Building, the War Memorial and the new proposed Police vehicles lease. Mr. Hare asked about the possibility of leasing a backhoe as opposed to buying and the Town Manager indicated it could be researched to see which is most cost effective. The Utility Fund expenditures of $3,098,305 are offset by the revenues of the same amount which is a .6% increase over last year. Mr. Hare asked if we have a contractual agreement PGF for the purchased water and Mr. Thompson responded that it was renewed several years ago and an administrative fee is charged. The rent payment remained unchanged. A line item for legal services has been added to the Utility Fund to cover related services for Public works. The Town Manager then commented there is no extra money to fund a capital improvement fund; however, some small projects are being done such as replacement of pump station pump and smaller line replacement projects. The Glade -Tinker Creek Interceptor project has been redesigned and sent out again for bid. Mr. Hare commented that in this budget year we are replacing some pressure valves which are a measurable expense. However, we are spending the money, but not reinvesting it back into the system. The Town Manager completed his overview by giving the cash balance as of March 31s' at $2,630,932 and mentioning the budget schedule. The Mayor commented that he thought our Town Attorney was on a flat fee schedule, but he realized that we are billed monthly. T,en Cook, Police Chief, gave the presentation for his department beginning with a review of the 0 9 rd tv Aw Ev I A LO I I &*a gin 1 ar-a-viol all Ing I an VA• a: I fit IDPIZI&TH - Al grall on needs, but a grant will be submitted that hopefully will cover these costs. The Greenway expenditures have been in the Special Programs budget and will be moved this year to the Planning and Zoning Department since they administer the Program. The last item was a CIP Project for renovation to their office to install a counter for improvement customer service, provide employee safety, and make it more professional. Ms. McMillan provided a diagram for Council of the proposed renovation, Ms. McMillan explained two requirements by the year 2014, one, relating to total maximum daily load samplings and two, that contractors will have to submit construction permits to the localities and we will have to start monitoring the permits, doing the paperwork and then submitting to the State. We will get to keep part of the permit fee. This means that the localities will have to amend their current ordinances to be in compliance which will require a consultant. Seven years ago when a consultant was hired, the Town did not have to pay their share, but this time we will be required to pay our part based on the population. Also, the annual stormwater permit fee was $600, but now it is $3,000 per year. The Mayor asked about the County currently inspecting our ponds and Ms. McMillan indicated they are doing it pro bono because of our good relationship. There are currently two draft Memorandums of Understanding under review with the County to continue inspecting our ponds and to review our stormwater ordinance. Lauren Hodges next gave the presentation on the War Memorial reviewing the accomplishments for the prior year some of which included adding new repeat and reoccurring customers, hosting multiple community and fund raising events, the redesign of the website and adding a blog. The goals for the new year were reviewed highlighting some such as increasing weekday events and increasing revenue by 20%. Discussion was had about the 20% increase and the Town Manager indicated that this is a goal, but the budget was not increased by this amount. Ms, Hodges indicated that she has begun some research on the LEED certification program for buildings. She thinks it would be beneficial for marketing and energy savings. Certain budget line items were reviewed showing increases and decreases with explanations. The Mayor commented that he is very interested in the idea of pursuing LEED certification for the building and other 1.1 N Budget highlights showed a decrease in salaries and wages for part-time help and an increase in Maintenance and Repair to cover supplies for the interior painting of the Center with volunteer labor through the Roanoke County Jail. Travel was reduced to $0 because there are no Senior trips planned out -of - the country, The travel program they have is self- supporting and all monies run through a separate account maintained by the group. CIP projects include the exterior painting of the metal roof of $8,837 and replacement of the electrical service to the Center in the amount of $6,180.00. Mr. Nance • if the exterior roof on the Center was considered a pressing need and Ms. Layman responded that it is showing signs of rust and needs to be maintained or will cost more later. She does know of several leaks and someone will be checking all the screws • see if any are loose at this point. The Town Manager commented that because of the age of our buildings, we are beginning to see more problems and we need to start maintaining them better, Mr. Hare asked about forms to purchase bricks for the monument and Mr. Altice asked if Ms, Layman would email the form to Council. Mr. Hare moved that the work session be adjourned, the motion was seconded by Mr. Nance and carried by the following vote, with all •, voting: Vote 4-0-1; Yeas (4) - Altice, Hare, Nance, Grose; Nays (0) — None; Absent (1) - Fidler. The work session was adjourned at 8:33 • A-q,r-ST: Susan N. Johnson, n Clerk APPROVED-. Bradley E G4�e, mayor R