Board of Supervisors: May 2, 2007

May 2, 2007

Virginia:

AT A CONTINUED MEETING of the Nelson County Board of Supervisors at 5:00
P. M. in the Board of Supervisors Room at the Courthouse, Lovingston Virginia.

Present:     Thomas H. Bruguiere, Jr., Chair
       Thomas D. Harvey, North District Supervisor
Harry S. Harris, South District Supervisor
       Constance Brennan, Central District Supervisor
       Allen M. Hale, East District Supervisor
       Stephen A. Carter, County Administrator
       Debbie McCann, Director of Finance & Human Resources
       Gary Brantley, Sheriff


I.   Call to Order

Mr. Bruguiere, Chair, called the continued meeting to order at 5:00 P.M. with five members present to establish a quorum.

Mr. Carter proposed that the Board consider Other Business prior to beginning the FY08 budget work session. The Board agreed and Other Business was considered, with Sheriff Brantley in attendance to speak regarding Project Lifesaver

II.   Other Business

A.   Project Lifesaver

Sheriff Brantley noted that the Senior Advisory Committee had contacted his office over 1 year ago to ask if they could help with Project Lifesaver. He noted that his office would provide manpower and training etc. to implement the program. He noted 2 response kits were needed in order to triangulate a person’s location at a cost of $5,560 and that batteries needed changing once per month. He noted not foreseeing having over 10 clients at a cost of $7.60 for batteries. He noted that Wintergreen has this system now with one client and has offered to assist his office with training etc. He noted his preference for his office to also have this system since a person’s disappearance has the potential to be of a criminal nature, not just a wandering off situation. He also noted that Wintergreen’s response time to the Eastern part of the County could be lengthy, and that his office would have at least 2 deputies on duty who are trained to use the system, which should be a help to the Eastern part of the County. Sheriff Brantley noted that Amherst charges a monthly fee of $20.00 to cover the cost of the units. He also said that it takes about 30 minutes to locate a person wearing a Project Lifesaver bracelet. It was discussed that there weren’t too many citizens who would be interested in participating initially, but that as the senior population grows so might the interest.

Mr. Carter noted that a decision was not necessary at this time, but that it was appropriate to introduce it to the Board while working on the budget. He also noted that it was a one-time expense to purchase the equipment.

The Board discussed that it was advantageous to be able to receive training from Wintergreen and it was noted that the Rotary Club would also be involved in helping with changing batteries etc. if the Sheriff’s Department was too overwhelmed and could not keep up with the monthly maintenance.

Ms. Brennan made a motion to approve the requested funding for Project Lifesaver, not to exceed $6,000.00 and Mr. Harris seconded the motion.

Supervisors discussed where the money would come from to fund the project and decided the funding would be for FY08 and would come from the contingency fund.

Following discussion, Supervisors voted unanimously (5-0) to approve the request for funding in FY08 for Project Lifesaver, not to exceed $6,000.00.

Mr. Carter noted that there was no other formal business, but that Mr. Payne had issued an opinion regarding the alley way extension of Brookside Lane in Lovingston stating that the street is a public street and doesn’t fall into the secondary system. He noted that cost estimates for paving were being gathered by the Maintenance department for the Board’s consideration in order to facilitate paving prior to the Historic Homes Tour on May 19, 2007. Mr. Carter noted that some repair to the potholes has been done by someone that seemingly looks pretty good. Mr. Carter noted that he is not fully prepared to discuss Mr. Payne’s opinion, having only glossed over it earlier. The Board noted it might be prudent to discuss the potential fixing of the street with the adjoining property owners prior to taking action and discussed where the property lines fall in relation to the road. Mr. Carter recommended that the Board go forward next Tuesday after receiving Phil Payne’s opinion and cost estimates.

The Board’s consensus was to defer this issue until the regular meeting on Tuesday May 8th.

Mr. Harris noted that he had some correspondence from the Gladstone Senior Center that could have some budgetary implications that he would like distributed to the rest of the Board for future discussion.

Mr. Bruguiere asked if Synagro had been making donations/payments to the Gladstone Community Center and Mr. Harris noted that they do make a monthly donation that has amounted to $50,000 over ten years. He noted that the money went to help pay electric and heating costs and goes to the Community Center, not the Senior Center fund. The Board discussed the Center’s roof repair needs, noting that it can be repaired for about $600.00.

III.   FY08 Budget Work Session

Ms. McCann noted that the budget update sheet dated 5/2/07 showed changes made to revenue and expenditure estimates since the last work session. Changes made by staff include adjustments to the revenue estimates to include an increase of $55,000 in Wireless E911 funds and a corresponding reduction of $55,000 in the transfer from the E911 Fund. Also included is the $2,650,000 in VRA bond proceeds from the Solid Waste Financing. Adjustments to the expenditures include an increase in funding for Agencies of $27,512, an increase of $2,650,000 for Convenience Centers, and movement of $336,000 from the 571 Front Street renovation to the Courthouse renovation line in the Capital Outlay department of the budget. Ms. McCann noted that this update does not contain an adjustment to remove the $10,000 transfer to Piney River that will not be necessary for FY08, putting that amount into the contingency. The remaining contingency was noted to be $45,211 including the additional $10,000. Ms. McCann noted that the overall average increase to agencies was about 3.65%.

Mr. Bruguiere noted a letter requesting additional funding from the Nelson County Library Advisory Committee for consideration. The Board inquired as to why the library’s costs are going up so much with it being noted that the majority of the increases are personnel related. Volunteerism at the library was also discussed as a means to supplement the shortfall in sub hours. The Board noted wanting more information regarding the need for more substitute hours. Ms. McCann noted that the circulation has remained fairly steady. The Board further discussed the benefits received from funding the library as compared to funding other things that may not benefit as many people. This item was deferred pending further information.

The funding of Region Ten and their prevention work in the schools was discussed and the importance of early mental health intervention/prevention was noted. Also noted was that the $40,000 for this program is contained in the School division budget and is in addition to what the Board allocates from the General Fund to Region Ten. No action was taken on this item.

Ms. McCann noted that the Board had not reviewed the Capital Outlay department of the budget and suggested its review prior to moving on from the General Fund. The Board then reviewed the Capital Outlay departments discussing the following items:

Courthouse Renovation - Mr. Carter noted to the Board that there is a possibility that the Board may need to consider interim financing for the Courthouse project to carry it into construction. No change was made to the recommended amount.

Major Facility Repairs – Ms. McCann noted this money was for repair of the Maintenance Department building roof. The Board discussed this cost, $38,000 as being high and noted their preference for maintenance staff to do the work. The Board’s consensus was to have staff look at this for reducing the cost. No change was made to the recommended amount.

Region 2000 Source Water Planning Study – Mr. Carter noted that a DEQ grant could reduce the amount of money the County pays toward the study. No change was made to the recommended amount.

Ms. McCann overviewed the Refunds and Transfer departments of the budget, noting that the CSA component of the Transfer to VPA Fund was level funded, but would likely have to be revised due to legislative changes which make foster care prevention fall under CSA. There were no changes made to the recommended amounts.
The Board then discussed the poor condition of the front parking lot of the High School and the potential for its paving, with Mr. Harris noting his desire to see funding go toward that purpose. Staff noted the pending litigation regarding the gym floor that could return some funding to the County of approximately $80,000. Mr. Carter noted that Dr. Collins had said that he was requesting a quote for the front parking lot, from the contractor working on the back parking lot. The Board agreed that the paving needed to be done, but couldn’t justify paying for it out of the General Fund. Mr. Carter noted he would report back at the regular meeting on May 8th.

Ms. McCann then overviewed the other fund groups:

E-911 Fund: Ms. McCann noted that the only revenue being generated by this fund now is the              interest earned on the remaining funds. $178,000 is being transferred to the General Fund. She noted the remaining balance at June 30th is estimated to be about $240,000. No changes were made to the recommended amounts.

Debt Service Fund: Ms. McCann noted that revenue supporting this fund of $2.7 million comes
from the General Fund to cover the existing debt outside of the school project and the new Convenience Center debt. This also includes the set-aside and accumulated growth for the secondary school project. The debt service fund is comprised of both County and School debt. On the County expenditure side, the remaining debt on the Social Services building is $21,649 which will be paid off this year. On the School expenditure side, the only new thing is $90,000 in new school bus leases. No changes were made to the recommended amounts.

Capital Fund:   Ms. McCann noted that interest earnings are $170,000 and the bond proceeds are the remaining funds from the secondary school project that are currently allocated toward the paving of the back parking lot at the High School. She noted that $394,062 was borrowed to get the Piney River III water and sewer project started and would be repaid when closing on the Piney River III financing occurred in July or August 2007.   On the expenditure side, $551,000 goes to the debt service fund, $223,000 is for the paving of the H.S. parking lot, and an estimated arbitrage rebate amount of $29,000 is a required payment to the IRS, which stems from not drawing down these funds within the 5 year time limit for use of these funds. The arbitrage rebate is interest earned that has to be paid back to the IRS. No changes were made to the recommended amounts.

Piney River Phase III:      Ms. McCann noted that total grant funding is approximately $3.9 million comprised of Rural Development and STAG grants. $50,000 in SERCAP grant money goes toward paying for low income installations and private laterals. $1,175,000 is Rural Development loan money for the project. The year ending balance is money the Board set-aside to go towards the private lateral costs of the project. On the expenditure side, there is a transfer to the Capital Fund of $394,062 representing the amount paid back that was previously borrowed to start the project. The remaining expenditures represent the various costs related to the project.
No changes were made to the recommended amounts.

Mr. Carter noted that DEQ and Rural Development were reviewing the project and closing instructions from Rural Development are pending. Once these items are complete, the project can go out to bid. The Board briefly discussed the parcels undergoing the condemnation process and the public information session held on May 1st.

Piney River Operating Fund:   Ms. McCann noted that the projected revenue from fees is considerably higher due to the change in the rate structure and new connections. Delinquent collections are also contributing to the increase in revenue. The expenditure side reflects the cost of new connections, with a contingency amount of $950. No changes were made to the recommended amounts.

CDBG Fund:   Ms. McCann noted that the only CDBG grant in FY08 is the Broadband Planning Grant which is $75,000. No changes were made to the recommended amounts.

Street Light Fund: Ms. McCann noted that the revenues reflect a 15% increase in collections due to follow up on delinquent accounts. On the expenditure side, the salary and benefit reimbursement to the General Fund went up due to revenues now supporting it. Electric service expenses are expected to increase around 3%. No changes were made to the recommended amounts.

Mr. Bruguiere and the Board noted the excellent work done on the budget by Ms. McCann and the finance staff.

Mr. Carter noted that the information provided concerning some of the County’s fees were for consideration by the Board at a work session prior to the end of the fiscal year. He noted that any changes to the zoning and subdivision fees would have to undergo a public hearing process. He also noted some concern with Erosion and Sediment Control processes and costs that may be imposed by the State on the County. He noted a report provided to the Board on the matter, with emphasis placed on increased inspections to ensure compliance with E & S plans and residential inspections. The Board discussed this briefly noting inconsistency in the implementation of E & S requirements throughout the region.

The Board then discussed the timeframe for having the public hearing on the budget and adopting it, with Ms. McCann noting the advertisement requirement of seven (7) days prior to the public hearing and a seven (7) day waiting period thereafter, to adopt it. The Board’s consensus was to have the public hearing on Monday, May 21, 2007 at 7:30 PM, with the intention to adopt the budget at the June 12, 2007 regular meeting. It was discussed that the Board could make changes to the budget between the public hearing and adoption as long as it is not an increase greater than $500,000 or 1%.

IV.   Adjournment

At 7:00 PM, Mr. Hale moved to adjourn and continue the meeting until the public hearing on the budget on Monday, May 21, 2007 at 7:30 PM in the Circuit Courtroom of the Lovingston Courthouse. Mr. Harvey seconded the motion and Supervisors voted unanimously (5-0) to approve the motion.

Adopted:   June 12, 2007
Attest:   _________________________, Clerk

Nelson County Board of Supervisors