Board of Supervisors March 5, 2019 Sheet 1  March 5, 2019  County of Greene, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ON TUESDAY, MARCH: 5,2019  BEGINNING AT: 5:30P.M. IN THE COUNTY MEETING ROOM.  Present were:  Bill Martin, Chair Michelle Flynn, Vice Chair David Cox, Member Marie Durrer, Member Dale Herring, Member  Staff present:  Brenda Garton, Interim County Administrator Tracy Morris, Finance Director Patti Vogt, Deputy Clerk Jim Frydl, Director ofl Planning and Zoning Melissa Meador, Emergency Services Director  RE: CALLTOORDER  The Chairman called the meeting to order.  RE: BUDGET PRESENTATION-I INTERIM COUNTY ADMINISTRATOR  Ms. Brenda Garton, Interim County Administrator, said she plans to have a proposed balanced budget to present to the Board at the: next budget work session on March 12. Shel began her presentation with a review of the budget for the FY 18-19 general fund. Revenues were estimated a little shy of $34 million. The Board approved expenditures of about $38.5 million. That budget was balanced with the use ofs $4.8 million from the fund balance. Ifthes same: revenues and requests were used for FY 2019-2020, there would be another $4.8 million hole. If every request made for FY 19-20 was approved, the shortfall would be $6.8 million and even with the Revenue estimates for FY 18-19 were incorrect and the problem will result in a shortfall Ms. Garton said: it seems thel budget has been considered byl looking at whati is our estimated new revenue, what is our estimated increase in expenditure requests over last year, what is the difference and what do we do to address that. That difference this year is $1.9 million and  $4.8 million ofi fund balance, there would be a shortfall of$1.9 million.  of$683,340.    Board of Supervisors March 5, 2019 Sheet 2  completely ignores the fact of$4.8 million of fund balance used. Ms. Garton said shel looks at the total revenue and total requests to begin the process. She reviewed the budgeted use of fund balance VS. actual change in fund balance at year end per audits. The fund balance does not equal cash. Inl FY 17-18, only $693,000 off fund balance was used to balance the budget rather than the $4.1million estimated. This means either revenues are, grossyunderestmated or expenditures are Mr. Garton reviewed the largest requests for increases submitted for FY 19-20 which includes a 5% pay increase for school employees; an increase in the contribution to the juvenile detention home; an additional shift for paid EMS; and a 3% salary increase for county staff. There is a total of 12 new positions requested. The position at the Commonwealth's Attorney Office is mandated by the General Assembly. The Sheriff has requested 5 deputies, 2 dispatchers, and to change 2 part-time Animal Control Officers to 2 full-time positions. The Treasurer requested 1 new position as did the Buildings and Grounds Department. Capital items requested include breathing apparatus for fire departments; consultant fees for the radio project; aj pay study for county staff; consulting fees to have the Zoning Ordinance revamped; handicap access at the county park; set-up for economic development initiative; facility Two major items that will use loan proceeds are the purchase of stream credits and engineering for the water treatment plant design. These do not impact the general fund budget because the County borrowed funds and the onlyimpact would bei in debt service. Ms. Garton said she would like the Board tol keep in mind for future fiscal years the radio communications project and the actual construction of the water reservoir, water treatment plant and other components. The Central Virginia Regional Jail Board has kept the County's contribution flat as they are drawing from their fund balance to balance their budget. That doesn'tmean the cost didn'tgoup, just that the contribution is flat. Increase of fees at the Transfer Station will alleviate the need to Ms. Garton said this leaves the budget with a shortfall of $6.7 million which would take a $0.32 increase in the real estate tax rate to cover. She will be working to identify where revenue estimates can bei increased; where expenditures requests can be decreased; and which items can be reasonably and arguably funded as one-time expenditures from the fund balance. She will then try to balance the budget using those basic principles. Itis good budgeting practice to use money from a one-time source like the fund balance for a one-time expenditure. Iti is not recommended Mrs. Flynn said there was al lot of unhappiness among citizens when the fund balance was so far above what was required by policy and requests were to get the fund balance closer to what was required. Ms. Garton said at the end of. June, 2018 the fund balance was $1.6 million above the required amount but between then and now, the' Treasurer's cash balance got down as low as $3 million. She felt this was dangerously low when the combined payroll of the county, schools Mrs. Flynn said she was a little nervous about the Jail using their fund balance to keep locality contributions flat. When that amount is exhausted, we could be hit with a big increase  grossly overestimated.  renovations; and a voting machine with locking cage.  transfer funds from the general fund.  to use fund balance for ongoing operating costs like salaries, electricity, etc.  and social services is around $3 million per month.  since we don't] know what the actual increase in operating expense is.    Board of Supervisors March 5, 2019 Sheet 3  RE: SCHOOL BOARD  Mr. Harry Daniels, Chair of the School Board, spoke on the request by the Schools. He thanked the Board of Supervisors for the opportunity to improve, modernize and beautify the schools. The high school and middle school will be the envy of surrounding counties and a show piece for our county and residents. The School Board establishes priorities annually and support of Innovate 2021 is a priority. All schools have met AYP and have become a stopping place for other school divisions to see what we're doing and the success we have. Another goal is recruitment of outstanding personnel which is not an easy task. There is actually a shortage of new teachers and enrollment for teacher training is down. Virginia ranks gthi in the nation ini median income and ranks 34th in the nation for teacher salaries. Another goal is retention. Forty percent ofour teachers in Greene have taught three years or less. Fifty percent have taught five years or less. We need to keep them and we have an opportunity to be proactive in salaries and compensation we offer to all staff. We want to offer a competitive wage and 5% will help us do that. The Governor's proposal ofa 5% increase does not cover all school staff. Health care costs, VRS and LCI are the same for next year. This provides an opportunity to give a 5% raise this year. Greene County is 5th out of 9 surrounding divisions. Salaries, while not the only retention factor, is al key factor. Mr. Daniels believes a 5% salary increase will be seen in al huge difference in the retention rate. He asked the Board of Supervisors to help the Schools with their retention Dr.A Andrea Whitmarsh, Superintendent ofSchools, reviewedi information about the student population and staffing statistics including thej percent ofs staff! highly qualified. That term is based on licensure requirements by the State. She noted 68% ofs school stafflivei in Greene County. Innovate 2021 ist the strategic plan, roadmap and guidebook for all that is done ini the school system. The daily mission is to engage students in learning that is innovative, personalized and relevant. We want out students to be engaged in their learning which drives achievement. The strategic plan is guided by four core principles: collaboration and communication with all stakeholders; innovation and academic excellence; a safe and supportive learning environment; and efficient use ofresources. Other priorities include the provision ofc competitive compensation and focus on the support, recruitment and retention oft thei most highly qualified educators, leaders, Dr. Whitmarsh reviewed their budget development process which she said lasts nearly the entire year. This year over $840,0001 ini requests were considered and evaluated and tough decisions had to be made. It was determined that the most important priority is our people. There are positions that are going to have to be in place next year. Itis most important to retain staff and Teacher shortages have hit critical levels on a national level with competition including private industry as well as other school divisions. Iti is important to have continuingi improvements inc compensation and benefits, open communication and effective leadership, and robust induction and support programs to recruit and retain high quality educators. Retention starts at the date of Thej proposal includes a 5% salaryincrease for all staff. It is important to stay competitive and invest in our people. The raise supported by the State is based on the number of employees  efforts.  and support staff.  attract the very best and brightest for Greene County.  hire and the schools have an amazing teacher mentorship coordinator.    Board of Supervisors March 5, 2019 Sheet 4  funded by standards of quality and the local composite index (LCI) of ability to pay which is Dr. Whitmarsh recapped by sayinga a 5% increase for personnel amounts to $1.269 million. There is retiring debt in the amount of $309,000 and $478,398 is expected in new State revenue. The total local request for new funds is $481,863. The original amount of $833,000 was reduced byl health insurance savings and increased slightly by a reduction in State funding. Mrs. Flynn asked about the CTE programs and students completing those programs. Dr. Whitmarsh said that data should have been included and she did not know the numbers offt the top ofher head. She said they have a thriving CTE and have added HVAC, energy and power, cyber Mr. Martin questioned the retirement of debt. Ms. Spencer said this is the last big debt Mr. Jason Collier, School Board Member, said the percentage oft teachers with less than 3 years is not necessarlyanegative. Thereisalotofenergy. hard work and dedication in that group.  33.21% for Greene County.  security, etc. retirement for a while.  RE: SHERIFF  Sheriff Steve Smith and Major Charles Swingler were present. Sheriff Smith said his budget request includes 4 full-time patrol deputies, 1 full-time court deputy, transitioning 2 part- time Animal Control Officers into 2 full-time positions, and 2 full-time dispatchers. The Animal Control Officers could be certified and be able to answer calls to assist deputies while their main job would be animal control. In 2018, deputies attended training for 1,814 hours and took 3,339 Sheriff Smith reviewed figures on documented tourism growth and calls for service compared to surrounding localities. Greene answer more calls than Rockingham, Fluvanna and Louisa and has the lowest number of patrol deputies at 12.5. A call is anything that ties deputies up and takes their attention. Calls and court cases also increase every year. Each court requires 3 deputies. Sheriff Smith reviewed the current court schedule and notedJ&D Court will be adding ana additional daypermonth. When 2 courts arei in session att the: same time, 6 deputies arei required. Sheriff Smith reviewed transport miles and hours which are mostly in state. He also reviewed civil papers served and said his department does a good job of clearing cases. The State average is 38% and Greene's average is 49%. Narcotics violations are also on the rise. Thej population in Greene is growing and it is projected to be 21,197 in 2020. There is an influx of 1,822 commuters coming into the county each day for work. A2017 traffic study by VDOT shows 30,000 vehicles per average on weekdays on Route 29 through Ruckersville. The projected housing increase will result in additional citizens. As the County increases, there is a significant increase in need for public safety. Growth is not a bad thing, but we must have the Mr. Martin asked if there are major budget increases other than personnel requests and Sheriff Smith said no. Mrs. Flynn thanked Sheriff Smith for his presentation saying it is very helpful. Sheriff Smith clarified that the cost for training for Animal Control Offices to covert to  vacation/sick hours. This causes a shortage on the road 78% oft the time.  This requirement takes deputies off the road and creates a safety issue.  funding and resources toj provide expected and need services for our citizens.  full-timei is included in the request.    Board of Supervisors March 5, 2019 Sheet 5  RE: COMMONWEALTIS. ATTORNEY  Mr. Matt Hardin, Commonwealth's/ Attorney, said his budget request includes the General Assembly mandated staff! position as the Sheriff uses body cameras. Thisi is an additional Assistant Commonwealth's Attorney position and most of the increase is to fund that position. Mr. Hardin said hel has requested additional funding from the Compensation Board for thej position inl his office that is considered a career prosecutor with more than five years ofe experience. Ifthe Compensation Board does not approve that request, he would ask the County to appropriate those funds.  RE: TREASURER  Mrs. Stephanie Deal, Treasurer, said her budget includes a request for a new position. She said she has a great team that has been working diligently and doing very well in implementing new processes toj provide customer service and tax collection. However, they have not been able to hit every collection avenue because there isn't time. Mrs. Deal said her staff should have already increased and she is now asking for the fifth position. She would plan to offer additional online services, how to view information on line to limit phone calls to office, automatic drafts on bank accounts, etc. Total cost of the additional position is $55,574 including benefits. The last Mr. Martin said Mrs. Deal does a really good job with a lean and mean budget. Her staff isawonderful team that works hard and iti isobvious her officeoffersr really good customer service.  time she requested a new position was in 2012.  RE: OTHER DISCUSSION recommended budget column.  Ms. Garton noted the Board received their budget books tonight. As she continues work on the proposed budget, the requested figures will remain as is and changes will be made in the Mr. Martin reviewed the budget calendar. Budget meetings are scheduled at 5:30 pm on Mrs. Flynn expressed her appreciation to Ms. Garton for preparing the budget for review  March 12; 5:30 pm on March 14; and on March 18i ifneeded.  by the Board.  RE: ADJOURN! MEETING The meeting was adjourned.  Nakky hhat William Bryan/Martin, Chair Greene County Board of Supervisors  Mark B. Taylor,  Greene County Board of Supervisors MBYE