Board of Supervisors

Virginia:

AT A CONTINUED MEETING of the Nelson County Board of Supervisors at 1:00 p.m. in the Board of Supervisors Room located in the Nelson County Courthouse.

Present:
Allen M. Hale, East District Supervisor – East District
Constance Brennan, Central District Supervisor – Chair
Thomas H. Bruguiere, Jr. West District Supervisor
Stephen A. Carter, County Administrator
Candice W. McGarry, Administrative Assistant/Deputy Clerk
Debra K. McCann, Director of Finance and Human Resources

Absent:    Joe Dan Johnson, South District Supervisor – Vice Chair
Thomas D. Harvey, North District Supervisor

I.    Call to Order

Ms. Brennan called the meeting to order at 1:10 pm, with three (3) Supervisors present to establish a quorum, Mr. Johnson and Mr. Harvey being absent.

II.    FY10-11 Budget Work Session

Mr. Carter suggested that the Board go through questions regarding the General Fund, then review Ms. McCann’s updated spreadsheet and the Compensation Board information, and response from Dr. Collins on the buses. Mr. Carter also noted suggested that at some point soon, the Board will need to decide if it will consider what to do about future phases of the courthouse improvements. He stated that he had not spoken to Judge Gamble or the Clerk about it, but it was his understanding that it would be an ongoing process and that Judge Gamble may be expecting that when the new building is done, the renovations would ensue.  He noted that he would check to see what their position was on this.

Mr. Hale noted his recollection that the Board said that they would move forward with the renovation and the Judge’s response was that he did not see the point in doing so for Co. Administration and recommended waiting to see how the new facility worked out for the Board meetings etc. He recommended that they decide on the Health Department prior to this part being renovated and that they were not in a position to look at this yet seriously. Mr. Bruguiere agreed that the Board was not in a position to do this with its other budgetary demands.

Mr. Carter noted that the Health Department issue was tabled and was still hanging out there; with Mr. Hale suggesting that maybe the committee could look at this once the budget and the new building was finished.

General Fund Budget:

Ms. McCann reviewed the budget summary sheet containing State Compensation Board funding changes as follows:

Ms. McCann noted that the summary sheet had been updated since the last meeting and was adjusted for the State Compensation Board (SCB) numbers.

She noted that the State Revenue number was now $301,578 which is $93,667 less. She noted that she reduced the Contingency to $109,316 which balanced the General Fund side, but noted that it could come out elsewhere. She also noted that the bottom line shortfall on the school side was the same as last meeting at $179,835.

Ms. McCann briefly reviewed the State Compensation Board information summary and outlined the general reimbursement formulas for each office as follows. She noted that the SCB pays FICA proportionately at the same rate as the salaries.

Ms. McCann noted the other adjustments: across the board reductions, 90 day vacancy conversion, aid to localities reductions, elimination of 4th Qtr VRS/Group Life and a 1-day furlough, handed down by the State in FY10.

She noted that in FY11 there was a change from the estimated reimbursements due to a snafu in the VRS rate reimbursements- it was capped at the amount reimbursed to state employees which differed from the General Assembly approved amount.  She noted that this was not set in stone and VRS was still hashing this out; the number could get better if they do not have to use the capped amount. Additionally, she noted that there were no furlough days in FY11 or elimination of the 4th Qtr VRS and Group Life.

In response to questions, Ms. McCann noted that in FY11, the Sheriff’s reimbursement amount is so much lower because they didn’t use original salary amounts and used them as of February so they did not pick up any vacant positions. She noted that they had one vacancy reflected in the February payroll, and that she was not sure if they picked up the full vacancy or a partial salary that was paid out.

She noted that there was the potential to change, for the better, once the State clarifies the VRS rate reimbursements.

Members discussed the State Compensation Board funding shortfalls, with Mr. Bruguiere suggesting that the offices may need to swallow the deficit and not take it out of the contingency. Ms. McCann reported that she had received no response from the Comp. Board to the question of changing non-fully funded positions to Part Time.  Mr. Carter confirmed that in order to level fund the Constitutional Offices, the Board would have to contribute an extra $65,537 and if they did not, it would affect people.

Ms. McCann noted that this could impact salaries or they could have them take the funds out of other expenses that are funded with local funds. She noted that she would have to look to see if this could be done for each office; however she noted that they do have to have money to operate. Mr. Bruguiere suggested that that maybe they could do a furlough to make up the difference and Ms. McCann noted that the Board could not legally make the Officers take a furlough.

Mr. Carter added that he did not know for sure how these cuts would affect employees and that for next fiscal year, the primary issue would be the schools and making up the difference for the Comp. Board people. He noted that he thought they could get by this year, but next year was the more important concern, asking the Board what their ability was to continue to make up $900,000 in school funding deficit.

Members and staff continued to discuss the Constitutional offices with Ms. McCann noting that the positions in each office are approved and so in a sense are mandated; noting that she was unsure if the County can dictate loss of positions. She noted that the Treasurer’s Office has four (4) Deputies and an Officer and the State Compensation Board has approved these. She reported that there was one position in the Commissioner’s office, where the County receives less than $3,000 for a Full Time position. She stated that she has asked the State Compensation Board if they can convert these wages to Part Time. Ms. McCann noted that looking at 35 hour per week Part Time positions would save benefit costs and could possibly yield $20,000 plus for one position if the Board wanted to go that route.

Ms. McCann suggested that staff could to go to each officer and see how they would make more cuts if necessary and report back. Mr. Hale suggested that it would not be inappropriate to suggest to the  Officers that they recognize that the State is paying less, and that while the Board does not want to see the offices hurt, they will need to come up with half of the reduction amount and that the County cannot keep covering 100% of the cuts.  He added that if the General Assembly and the Governor were making these cuts, it should have to be felt and not just by the local taxpayers.

Ms. McCann noted that Staff could go to each office and tell them what their half is and ask for them to make cuts. Mr. Bruguiere agreed that the offices should have to make cuts and Mr. Hale noted it was just a suggestion and he was not sure if it would work.

Staff asked whether or not the Board wanted staff to ask those offices that have already sustained significant cuts to cut more.  The Board agreed that the Treasurer’s, Commissioner’s, and Sheriff’s offices should be looked at.

It was noted that the Clerk’s office brings in revenue indirectly and that the Sheriff’s Department part time radar people are also bringing in revenue.

Mr. Carter noted that Staff had discussed the elimination of the DARE program, noting that it has a similar mission as the SAVE program for younger kids. The Board and staff briefly discussed this and Ms. McCann suggested that the DARE person could possibly do security in the new building. Following this discussion it was the Board’s consensus not to continue to fund the DARE program.

Ms. McCann noted that she had looked at options for the Treasurer’s and Commissioner’s Office positions. She reported that in the Commissioner’s office, at 30 hrs per week, there would be a savings of $17,139 and in the Treasurer’s Office there would be a savings of $15,050 and they would have 75% of the coverage that they do now.  She noted that the affected employees would have COBRA benefits and have options under the stimulus bill for direct funding of health insurance premiums.

Mr. Carter reported that holding the Building Official position open from April to September would save $19,490 and then the Board could re-evaluate. He noted that he had spoken with David Thompson, Assistant Code Official about filling in and getting certified.  He noted that the plan would be to appoint Mr. Thompson and then he and Peter Brechlin would staff the office, Mr. Thompson would get certified and then they could see how the office was run and how public relations was maintained. He suggested that the Board keep the money in the budget, but save it. He noted that this was his plan to address the vacancy right now and fortunately, the work in that office was not overwhelming right now.

Mr. Hale and Ms. Brennan agreed that it was an excellent plan. Mr. Carter reiterated that they would save the money but not vacate the position entirely because they may need it eventually.

Mr. Carter also explained his plan for the vacated Tourism position, noting his wish to develop the position into a more meaningful role and hold the position open until then. He noted that they would save $27,228 next year if the position was Part Time. He noted that he did not recommend filling the position with a comparable skill level as previously; and that a higher level skill in that position was needed. He noted that if the Board was not willing to do this, then he recommended that they just fill the vacancy with Part Time employees and he noted Ms. Kelly was in agreement.

Mr. Carter explained the requirements for maintaining the Visitor Center designation and the tourism signs. The Board indicated their consensus to support this Tourism position plan. Mr. Carter noted that Staff would start working on a new job description etc. in July.

Mr. Carter then reported that the Maintenance vacancy was in place and per Paul Truslow, Maintenance Supervisor, it could be kept vacant. Mr. Hale expressed concern about the new Solid Waste site and stated that the new building may need this soon. Mr. Carter and Ms. McCann noted that they could hold off until the new building was online to consider filling the position.

Mr. Carter then reported on the upcoming Planning Department vacancy, noting that Betty Fortune would be leaving at the end of June, and he would rather do something comparable to the plan for Tourism, with that position. He noted that the office was okay for now, but suggested that the Board think about having someone more multifaceted in that position.

Mr. Carter indicated that he was concerned about the clerical responsibilities of both offices; with Ms. McCann noting that a Planner could do paper. Ms. Brennan noted that she would be concerned about who would do the night meetings and about leaving Ms. Harvey alone in the office.

Mr. Carter acknowledged this, but noted that his philosophy was to seize opportunities to improve positions. He and Ms. McCann noted that in all position interviews, candidates are told that they would have broad responsibilities. Mr. Hale noted that he would like to hear the views of the employees in the Building Inspections and Planning offices.

Ms. McCann inquired as to whether or not to incorporate the position savings in the budget to give more of a contingency and the Board’s consensus was that they need the full Board in attendance to decide on the Compensation Board funding. Ms. McCann noted that the Constitutional Officers were aware that positions could be impacted.

School Board Funding:

Mr. Carter noted that the school funding decision was the one that drives the ship. He noted that the schools had indicated that they could get by this year without buses, but after that they would need to buy them.  He suggested that they could do away with some transport cars which could save $100,000.

Ms. Brennan indicated that she wanted to wait until all of the Board members were present before making the funding decision. Ms. McCann noted that Mr. Johnson had emailed that he was okay with going back to the original deficit amount for the schools.  Mr. Bruguiere noted that more than enough could be cut without affecting instruction to cover the cost of the TRES roof.

Mr. Carter suggested that the Board would have to specify what any savings would have to be used for or the schools would be back asking for funding. Ms. McCann noted that the Board would not have to put savings from not buying buses to school operations; rather this could go into the contingency and then they would have enough to pay for the TRES roof.

Mr. Carter agreed, but noted that the bus money would have to be made up next year though. He reiterated that Dr. Collin’s letter indicated that they did not need any this year. He stated that they could do no buses this year and maybe two next year. He stated that it was hard to say what next year would bring; if State revenues stayed static, the picture would not get better; and no substantial increases in local revenues were expected. He reported that he had sent revised budget information to Davenport to update the revenue model tool for the Board’s use in planning.

Ms. McCann noted that half of next year’s Real Estate Tax revenues would be impacted by the reassessment, up or down.

In conclusion, the members present agreed that they were not ready to give a bottom line funding figure for the schools without the full Board being present.

They then discussed having another meeting prior to the next regular meeting; or coming in early on April 13th and having a working lunch. Staff noted that there was not much on the April 13th agenda and the Board decided to work more on the budget during the regular meeting.

Mr. Hale suggested that Staff notify the Schools that the Board is looking at not buying buses, and that the savings would stay in the General Fund; leaving a $179,000 school funding shortfall to be made up.  He noted that the intent was to let them know that was the Board’s direction; but that it was not written in stone.

Additionally, the Board asked that Staff talk with the Constitutional Officers and let them know that the Board may be looking for more savings and also follow up with the State Compensation Board on the position question.

Introduced: Potential Land Purchase

Mr. Carter reported that Ronnie Moyer was going to sell the large metal garage and parcel near Social Services to Front Street Garage.  He noted that the County had the right of first refusal in the County’s lease of the Social Services property. He noted that it would not impact the Social Services property, but that he wanted to bring it to the Board’s attention. He noted that the property he was selling was an acre or less with the garage building.

The Board agreed by consensus that they were not interested in exercising the right of first refusal option.

Mr. Carter added that there would be no impact other than a change in ownership of the property.

III.    Adjournment

At 2:43 pm, Mr. Hale moved to adjourn and Mr. Bruguiere seconded the motion. There being no further discussion, Supervisors voted unanimously (3-0) by voice vote to approve the motion and the meeting adjourned.