Work Session meeting May 27th, 2025 Saltuille Town Council Work-Session Meeting May 27th, 2025 7:00 PM Council Members Present Mayor Cheri Fullen Suzanne Abramson, Council member Dauid Buchanan, Council member Eugene Call, Council member Ryan Comer, Council member R.B. Henderson, Council member Cary Sauls, Council member Town Staff Present Cecile Rosenbaum, Town Manager Tammy Woodward, Deputy Clerk-Treasurer A. Mayor Fullen called the meeting to order and Tammy Woodward called the roll. B. Mayor Fullen led the Pledge of Allegiance C. Review & Discussion of the 25/26 Budget Draft Town Manager Cecile Rosenbaum opened the discussion with extended thanks for the help and involvement on the budget to the committee which included Council members Suzanne Abramson and Dauid Buchanan and Mayor Cheri Fullen. Ms. Rosenbaum was very pleased with all the help, dedication and suggestions made forth to the budget. Mayor Fullen added that it was SO good to see the work and presence of all the department heads and their input on the budget. Mayor Fullen commended Ms. Rosenbaum for drafting up a budget thatis very detailed and for the hard work and hours spent. Ms. Rosenbaum reviewed each part of the budget before council. With the budget she has presented she noted that last year's budget that was adoptedexpenses for the General Fund) were $2,484,063. The budget that she is presenting is $145,163 less than that. The main discussion of the budget was deciding on the expense of a spare water pump and back up generators. The budget is reflecting 35,000 in the water/sewer section for the pump, and additional 30,000 for tank maintenance. The council discussed in length the need for the spare pump and back up generators. Ms. Rosenbaum prouided a water/sewer rate sheet in the budget draft reflecting current water/sewer bill US. a proposed 9% increased water/sewer bill. Ms. Rosenbaum also added the upcoming changes in the billing by separating the garbage portion of the bill to a separate bill. Ms. Rosenbaum also stated she would be opening a separate banking account that will be solely for Capitol improvement funds that is paid as part of the water/sewer bills. Mayor Fullen called Recess of the meeting. Councilman Comer made a motion to enter Closed Session, pursuant to Section 15.2-3711(AX1), of the Code of Virginia, 1950, as amended, for the discussion of personnel, specifically staff salaries as they relate to the 25/26 FY budget. Councitwoman Abramson seconded the motion. Roll Call vote as follows: Ms. Abramson Aye Mr. Buchanan Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye On motion by Mr. Comer, seconded by Mr. Henderson, the Council reconuened in open session. Roll Call vote as follows: Ms. Abramson Aye Mr. Buchanan Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye Town council members certified that in the closed session just conducted, nothing was discussed expect the matter of matters (1) specifically identified in the motion to convene in closed session (2) were lawfully permitted to be discussed under the provisions of the Virginia Freedom of Information Act cited in that motion. Roll Call vote as follows: Ms. Abramson Iso certify Mr. Buchanan Iso certify Mr. Call Iso certify Mr. Comer Iso certify Mr. Henderson Iso certify Mr. Sauls Iso certify Upon motion by Mr. Comer and seconded by Mr. Henderson, Council voted to aduertise for a Public Hearing at the June 10th meeting to discuss the 25/26 Budget draft. Roll Call Vote as Follows: Ms. Abramson Aye Mr. Buchanan Aye Mr. Call Aye Mr. Comer Aye Mr. Henderson Aye Mr. Sauls Aye Mayor Fullen declared the meeting adjourned. TOnlhdicg Tammry M. Woodward, Deputy Elerk-Treasurer 4 Approved: Fhi lulles Mayor Fullen SALTVILLE MEMORANDUM To: Mayor Fullen and Members ofCouncil Town of Saltville, VA From: Cecile Rosenbaum Town Cclws Manager Re: Draft of FY 25/26 Budget Please find attached the draft of the FY25/26 Budget for the Town of Saltville. During the last few months, Ihave met with the budget committee and town staff to comprise the budget you have to consider. As it is presented to you, it is a balançed budget for both the General Fund and the Water/Sewer Funds. Iti is important to note that the budget adopted last year (expenses for General Fund) were $2,484,063. This budget I am presenting is $145,163 less than that. I wanted to highhynt several things I would ask Council to pay particular attention too and they are as follows: BUDGET SYNOPSIS General Fund Revenue totals k $2,338,900 24/25 Revenue totals $2,439,700 (lines that were not in prior budgets total $69,800) Departmental Expenses Governing Body $28,100 Administration $346,951 Outside Services $165,000 Legal Serviçes $8,000 Auditor Services $50,000 Police Department $697,269 Fire Department $51,430 Streets/Roads $678,589 1 Refuse $102,500 Parks/Recreation $28,000 Pool $56,761 Library $40,800 Miscellaneous: $85,500 Expense Total $2,338,900 24/25 Expense Total $2,484,063 (lines that were not in prior budget total $196,119) * **: Water and Sewer Water Revenue Totals $728,250 24/25 Water Revenue $714,300 Water Expenditures $728,250 24/25 Water Expense $704,493 Sewer Revenue Total $594,750 24/25 Sewer Revenue $575,200 Sewer Expenditures $594,750 24/25 Sewer Expense $540,644 (lines that were not in prior budget total $289,544) GENERAL FUND 1. Ihave proposed no tax increases for real estate and personal property. The current tax rates are as follows and remain unchanged: > Real Estate .22 cents on the $100 > Personal Property $1.26 on the $100 > Machine and Tools $1.26 on the $100 > Mobile Home $.18 on the $100 > Vehicle license fee is $20 2. Tammy and I are committed to sending out delinquent tax notices and I estimate our collection thus far for 2024 to be about $30,000. These have never been collected in the past. 3. In addition, we plan to bring the DMV Stop Program on board. That allows a locality to put a DMV stop on property owners who owe taxes on their vehicles. We pay $25 for the stop fee and charge the taxpayer $30 for a fee once they pay their taxes. This will yield even more in uncollected personal property taxes. Taxpayers are unable to renew tags, driver's license, etc. at DMV until their charges are paid in full and deemed paid by the locality. 4. I am proposing a one cent ($.01) increase in meals tax from 6 cents to 7 cents. I am estimating a $5,000 increase in revenue. It is important to note that the addition of Sweet Magnolias will increase meals tax as well, but they were only open for a few months out oft the prior year. 5. Ihave instituted a 2.25% charge on credit card transactions. Our new machine already has this installed and we hope to begin by June 1S!. Our credit card charges from Truist this month were $1,600 and that is for one month. This fee should help us balance the charges. 2 6. One item you will see is a new revenue line for Wellness Center monthly lease payment of$12,000 annually. We have cut the power bill out of our monthly payments, which should save us about $42,000 annually. In addition, the monthly water bill is being paid by the Wellness Center, and I expect that savings to be about $1,400 annually. - 7. One item the Budget Committee mentioned was increasing the golf cart permit fee and enforcing the annual permit fee renewals. The current fee is $25.00. We can discuss at our meeting if Council has a desire to increase the fee and enforce the annual renewals. 8. I have mentioned on several occasions the separation of trash bills from water and sewer bills. I think we will have to do this sO we can get an accurate account of trash cans we are being billed for and how much they cost the town. In addition, we have notified the businesses and churches who have not ever paid for trash service that they will need to begin paying for trash cans effective July ISli ifthey want to keep GFL trash cans. I think we have a cost savings here as well. 9. Another step we have started taking regarding trash is when a citizen has their water cutoff, we now pick up their trash cans. If they aren't paying their water/sewer bill, they aren't paying their trash bill. My plan is to work with GFL to pay only for the cans that they are picking up that have paid their trash bill. It is important to note that we have not signed a new contract with GFL. WATER/SEWER BUDGET 10. The biggest change I want to highlight is the separation oft this budget from the General Fund. I believe this will go a long way to demonstrating to grant funding agencies that we are serious about making water and sewer its own department capable of supporting itself. plan to open 2 separate bank accounts at Bank ofMarion with one being designated for the deposit of the $4.00 capital improvement fee that we collect each time a water/sewer bill is paid and another account for the deposit of, and payment of, bills relating only to water and sewer. This is what is called an Enterprise Fund and how it should be set up. This will be a big adjustment for the staff, but we have to make the jump, and I hope it won't be too difficult a transition. 11.1 I am proposing a 9% increase in water/sewer rates. The new rate sheet is attached and breaks down how many customers we have in each category and what the new rates will be. hope to get this in a format that can be added to our website and easily found by customers of our system. The current water/sewer base bill (in-town) totals $71.83. The new base bill will be $78.29. These totals are well below comparable rates in our region, and we will need to increase rates for the next several years to get them where they need to be. This all goes toward the goal of making our water/sewer system self-supporting. 12. I have added the cost of $35,000 to the Water budget to cover the cost of a spare submersible pump for Cardwell Town. In addition, I have added $30,000 to cover tank maintenance and servicing. I hope that Council will consider discussing this issue in open session, SO it is on the record for the public. 3 Proposed Revenue Figures 25 26 REVENUES Budgeted Collected Balance Proposed 10-301-0100 Current Taxes - Real Estate 380,000 160989 219011 175000 10-301-0200 Delinquent Taxes - Real Estate 6000 30000 10-301-0500 Current Taxes Personal Property 152000 58617 93383 155000 10-301-0600 Delinquent Taxes - Personal Property 1000 30000 ADDLINE VehicleLicense Fee 25000 10-301-0801 Machine & Tools Tax 225000 203297 21703 230000 ADDLINE Mobile Home Tax 500 10-301-1100 Consumer's Utility Tax 55000 60000 10-301-1400 Professional Licenses 48000 40157 7842 50000 10-301-1600 Bank Franchise Taxes 12000 35000 10-301-2000 Cigarette Taxes 80000 51631 28368 80000 10-301-2100 Foods & Meals Taxes 95000 73848 21523 100000 10-301-2201 Communication Taxes 33000 35000 10-308-0000 Investment Interest 500 252 247 500 10-309-0803 Garbage Collection Fees 170000 122993 47006 102500 10-310-0100 Court Fines & forfeitures 9000 1884 7115 3500 10-311-1302 Pool Admission Fees 31000 17619 13381 35000 10-311-1303 Pool Passes 3500 950 2550 2500 ADDLINE Pool Concession Stand 2000 10-316-0106 Highway Maintenance 600000 600000 100% 600000 10-316-0107 LitterGrant 1500 10-316-0108 Law Enforcement Aid - HB 599 funds 66000 49500 16500 70000 10-316-0109 Share of Local Sales Tax 120000 71772 48227 100000 10-316-1118 Highway Safety-Funds 3000 10-316-1120 PD Block Grant 10000 6500 3500 7000 10-316-1130 Transfer from SIDA 250000 250000 100% 300000 10-316-1138 Smyth County Recreation Donation 25000 25000 100% 25000 10-316-1301 Miscellaneous Income 20000 19281 719 30000 10-316-1302 Golf Cart Permits 200 75 125 100 10-318-1311 Cemetery Transfer 15000 18000 2000 10000 10-318-1328 Employee Insurance Reimb 18000 1360 16640 2500 10-138-1343 Permits 10000 404 9596 500 ADDLINE Blue Line SolutionsTickets 3500 ADDLINE Weliness CenterLease 1000 12000 ADDLINE Credit Card Fees Charged 16800 ADDLINE LaborDay/SpeclaleventDonations 10000 Ten Fund Revenues 2,439,700 2338900 2025-2026 BUDGET EXPENSES Governing Body Budgeted Spent Balance Proposed 10-410-3007 Advertising 8000 2438 5684 8000 10-410-5504 Mayor Conferences/Trave! 7000 7000 3500 10-410-7002 Bereavement Fund 500 460 40 500 10-410-7021 Miscellaneous Council Donations 200 200 1000 10-410-7100 Planning Commission 1000 1000 100 ADDLINE Civic Plus online Town Code) 5000 ADDLINE Lives streammeetings setup Co Chambers 10000 Governing Body 16700 2898 13924 28100 Administration 10-420-0001 Administrative Wages 140000 177492 10-420-0500 FICA 10710 27156 10-420-1200 Retirement 29623 18633 10-420-1300 Medical Plan 18000 9013 8986 40320 10-420-5401 Office/Maint Supplies 14000 2157.46 11842 7000 10-420-7010 Computer Maint/Licensing 10000 18812 -8812 15000 10-420-7025 Admin Discretionary 10000 9900 100 10000 ADDI LINE Employee Christmas bonus 10200 ADDLINE FMS Software andlicensing 5500 ADDLINE CNCIPEPRNTCeN 2750 ADDLINE Postage for mailing taxtickets 1500 ADDLINE CreditCard Monthly Expense 16800 10-600-5412 Website 2600 2600 ADDLINE Power biTown Hall 12000 Administration 232333 346951 Outside Services 10-425-0200 Basic Engineering Svcs 30000 21995 8005 20000 10-425-0700 VML/Life/Disability Insurance 175000 46407 128593 140000 10-425-0800 ADP Payroll 5000 3750 1250 5000 Outside Services 210000 72152 137848 165000 Legal Services 10-430-0201 Compensation of Attorney 8000 4710 3290 8000 Legal Services 8000 4710 3290 Auditor Services 10-435-0201 Compensation of Auditor 50000 0 50000 50000 Auditor Services 50000 0 50000 2025-2026 BUDGET EXPENSES Budgeted Spent Balance PROPOSED Police Department 10-510-0001 Police Wages 380000 380000 10-510-0002 Police Grant Wages 15000 7000 10-510-0500 FICA 30218 53550 10-510-1200 Retirement 70200 56077 10-510-1300 Medical Plan 115000 49070 65930 135342 10-510-2012 Clothing Allowance 5000 0 5000 1500 10-510-2013 Training Sessions 3000 0 3000 1500 10-510-3004 Vehicle Repair/Maint 5000 5178 -178 3500 10-510-3005 Equipment Maintenance 1000 1694 -694 1500 10-510-5401 Office Supplies 1500 1500 500 10-510-5402 Office Equipment 1500 979 521 1000 10-510-5404 Misc Investigations 500 0 500 250 10-510-5405 Community Relations 500 0 500 250 10-510-5408 Vehicte-Meintenanee: 3000 1790 1209 0 10-510-5409 Equip Purchase/Replacement 17000 23864 -6864 U ADDLINE Fuel for Deptvehicles 30000 10-510-5504 Travel/Conference Education 14000 344 13656 2500 10-510-5505 Court Apptd Attorney Fees 1000 0 1000 1000 10-5510-5507 Prof Membership 5000 0 5000 5000 10-510-7003 Computer Licensing/M. RMS 9000 5392 3607 7500 10-510-7004 Grant Match 1000 0 1000 1000 10-510-7009 Vehicle 35000 0 35000 10-510-7021 Misc Expense 500 314 185 500 10-510-7028 Verizon 7000 3410 3589 5000 ADDLINE LEXIPOL 2800 Police Department 720918 697269 2024-2025 BUDGET Fire Department Budgeted Spent Balance PROPOSED 10-520-5103 Water/Sewer/Trash 900 518 382 900 10-520-5308 Liability Insurance 6000 6000 6000 10-520-5604 Payment Operations 36000 18000 18000 28500 10-520-7012 Verizon 695 1612 -917 ADDLINE PaymentforAudit 7500 ADDLINE Debt Service (Pierce Pumper) 8530 ADDLINE DebtService (???) 13713 65143 43595 20130 23465 ADDLINE Debt Service Gladiator Truck Thisimay bej paid by Department 17395 (Annual Payment to Bank of Marion) 2025-2026 BUDGET Streets & Roads Budgeted Spent Balance PROPOSED 10-570-0001 HWMF StreetsRoads Wages 195000 192822 10-570-0500 FICA 14918 29120 10-570-1200 Retirement 32657 34161 10-570-1300 Medical Plan 47200 36460 10-570-1700 HWMF Bridge Inspections 4000 4320 -320 4500 ADD LINE HWMF gasfor depattmentyehicles 25000 ADDLINE HWMF gasfor mowers ande equipment 5000 10-570-3004 HWMF MaintRepairsSupples 95000 208817 -113817 100000 10-570-5206 Verizon 1000 647 353 1000 10-570-5410 Classes 1500 640 860 1500 10-570-5414 HWMF Road Salt 20000 20000 20000 10-570-7001 HWMF Safety Equipment 1500 0 1500 1500 10-570-7003 HWMF Paving hot cold patch 120000 162 119838 120000 10-570-7005 HWMF Major Equipment backhoe truck 23000 17090 5909 30000 ADDLINE HWMF Snow Removal 25000 ADDLINE EyeWash Station 636 ADDLINE FirstAid Kit 1200 ADDLINE Uniforms 3000 ADDLINE HWMF 3mowers from Meade Tractor(quote) 35690 ADDLINE Powerbill atTown Shop 12000 555775 678589 2025-2026 BUDGET Refuse Collection Budgeted Spent Balance proposed 10-580-3009 Refuse Collection 160000 80677 79322 102500 Parks Recreation Budgeted Spent Balance PROPOSED 10-620-3004 RepairsMaint 2500 3755 -1255 10-620-5419 Youth Sports 3000 0 3000 3000 ADD! LINE Pickle Ball Court 15000 ADDI LINE Misc Expenses 10000 (determined by Rec Committee) 28000 2024-2025 BUDGET Pool Budgeted Spent Balance PROPOSED 10-625-0001 Pool Wages 34000 37000 10-625-0500 FICA 2601 5661 10-625-3004 Repairs Maint 2000 5280 -3280 5000 ADDLINE Electric Bill 5500 10-625-5103 Water Service 2500 1173 1327 10-625-5203 Telephone Service 400 602 -202 1000 10-625-5413 Pool Chemicals 1200 600 ADDLINE Concession Stand items 2000 42701 56761 **(staffing the pool per hour is $52.23 with 3 lifeguards and 1 manager/asst mgr) Library Budgeted Spent Balance 10-650-0201 Employees 25000 25000 10-650-3004 RepairsMaint Events 1000 1601 -601 8000 ADDLINE Electric Bill 7800 10-650-5103 Water Service 800 881 800 26800 40800 Miscellaneous Budgeted Spent Balance PROPOSED 10-670-5103 Commons Restroom Water 1400 J 1400 10-670-5601 Commons Water 1400 1400 10-670-5604 Beautification 3300 0 3300 5000 10-670-5606 Special Events Committee 20000 20000 20000 10-670-5610 Police Fish-a-Ree 500 J 500 500 10-670-5616 Tourism Authority 7981 7981 7981 9000 10-670-5619 Reenactment 500 500 5000 10-670-5620 Keep SWVA Beautiful 500 500 10-670-5621 Chamber of Commerce 10000 10000 D 10000 10-670-5626 VA Civil' War Trails 500 600 -100 500 10-670-5674 Goose Control 7500 . 7500 2500 10-670-5678 MRPDC Loan 22000 22000 25000 10-670-5681 Senior Citizen Center 1000 0 1000 1000 10-670-5682 Golf Course 5000 5000 5000 ADDLINE Smyth CTVImagLibrary 2000 2000 81581 85500 **NewF Requestfrom Smyth County Chamberof Commerce letterfrom S. Gillespie 2025-2026 BUDGET REVENUES WATER AND SEWER 20 FUND Budgeted Collected Balance Proposed figures WATER 20-360-0000 Water Collections 665000 563205 101975 724850 20-360-1106 Penalties 20000 2400 17600 3000 20-360-1107 Water Connections Reconnections 1000 50 950 200 20-360-1111 Deposits 1300 100 1200 200 20-360-1112 WaterDebtService 27000 Water Fund Total 714300 728250 SEWER 21-370-0000 Sewer Collections 525000 403826 572250 21-370-1107 Sewer Connections 1200 500 21-370-1113 SewerDebts Serviee 27000 21-370-1116 Smyth County User Charge 22000 22000 (Allisons Gap sewer) Sewer Fund Total 575200 594750 2025-2026 BUDGET WATER (20) FUND Budgeted Spent Balance Proposed 20-810-1000 EMS Water Operations 140000 113872 26218 140000 20-810-1100 Water Wages 160000 119979 20-810-1150 FICA 12240 18356 20-810-1200 Retirement 29214 20703 20-810-1300 Medical Plan 40493 19272 21220 4854 20-810-3004 RepalrsMaintsupples 30000 39185 -9185 82700 20-810-3011 Health Dept Payment 4500 3804 696 4500 20-810-5100 Electrical Service 80000 209813 -129813 ADDLINE Cardwell Town Electric 45000 ADDLINE 107 Pump Station 16000 ADDLINE #10Well 21000 ADDLINE Licks SkilletTank 500 ADDLINE Edgewood Pump Station 5200 ADDLINE Buckeye Pump Station 500 ADDLINE Edgewood Tank 300 ADDLINE HenrytownTank 600 20-810-5201 Utitity Bill Postage 2100 2100 2100 20-810-9303 Debt Service 136276 8205 128070 140000 20-810-9400 SCADA: System 30000 0 30000 20-810-9500 Cash Reserves/CI Fees 39670 0 39670 26400 ADDLINE Debt Service (Bom LOC) 44772 44722 ADDLINE TankMaintenance costs 30000 ADDLINE Eye Wash Station 636 ADDLINE FirstAidKit 1200 ADDLINE Uniforms 3000 704493 728250 SEWER (21) FUND 21-820-1000 EMS Sewer Operations 140000 113872 26218 140000 21-820-1100 Sewer Wages 52000 0 52000 59990 21-820-1150 FICA 3978 0 3978 9178 21-820-1200 Retirement 9619 0 9619 10352 21-820-1300 Medical 12173 9947 2215 2427 21-820-3004 Repairs/MainuSupples 30000 2600 27400 53530 21-820-5100 Electrical Services 95000 146440 -51439 ADDLINE McCready LiftStation 2159 ADDLINE Farm Road Lifts Station 1709 ADDLINE Henrytown Lift Station 2936 ADDLINE Perryville (SewerPlant) 1393 ADDLINE WestMainLift: Station 7468 ADDLINE Government Plant Lift Station 13644) ADDLINE Perryville (Sewer Plant) 17904 ADDLINE Sewer Plant 68308 ADDLINE South MainLift Station 5365 21-820-5201 Utility Bill Postage 2100 2100 2100 21-820-7014 Sludge Disposal 45000 11307 33692 45000 21-820-9303 Debt Service (VRA/RD) 111104 40217 70887 70887 21-820-9500 Cash Reserves /CIP Fee 39760 0 39760 26400 10-425-0300 Allison Gap customers charge 48000 10-425-6000 Smyth/Washington Water Purchase 6000 540734 594750