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04-03-2017 Special Call MeetingSpecial Call Meeting April 3, 2017 Pittsylvania County Board of Supervisors Monday, April 3, 2017 Special Session VIRGINIA: The Special Session of the Pittsylvania County Board of Supervisors was held on Monday, April 3, 2017 in the Main Conference Room of the Captain Martin Building located a 1 Center Street in Chatham, Virginia. Robert W. “Bob” Warren, Chairman, called the meeting to order at 7:00 p.m. The following members were present: Tim R. Barber Tunstall District Joe B. Davis Dan River District Ronald S. Scearce Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Elton W. Blackstock, Jr. Staunton River District Robert W. Warren Chatham-Blairs District Mr. David M. Smitherman, County Administrator, J. Vaden Hunt, County Attorney, and Kim Van Der Hyde, Director of Finance were also present. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Scearce, to approve the agenda, which was unanimously approved by the Board. New Business Motion came from the Finance Committee to approve the FY17/18 Pittsylvania County School Budget as presented at the Public Hearing held Monday, March 20, 2017. FY2017/18 PROPOSED PITTSYLVANIA COUNTY SCHOOL BUDGET The School Budget is part of the overall County Budget, which does not include a tax increase. A summary of the proposed School Budget is as follows: SCHOOL BOARD Adopted Proposed Budget Budget 2016-2017 2017-2018 REVENUES From Sales Tax 10,185,738 10,070,955 From State Funds 50,189,397 51,828,892 From Federal Funds 7,866,361 7,866,361 From Local Funds 16,736,709 17,236,709 Cafeteria Receipts 5,066,404 5,255,000 From Other Funds 1,445,024 1,445,024 Total $ 91,489,633 $93,702,941 Special Call Meeting April 3, 2017 EXPENDITURES Instruction 62,216,811 64,241,523 Admn./Attend & Health Svcs 3,370,527 3,370,527 Pupil Transportation 6,634,246 6,634,246 Operation & Maintenance 7,964,335 7,964,335 Non-Instructional Operations 3,412,865 3,412,865 Technology 2,824,445 2,824,445 Cafeteria 5,066,404 5,255,000 Total $ 91,489,633 $93,702,941 The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-No; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. The Finance Committee’s motion was passed by a 6-1 majority vote of the Board, with Mr. Hagerman opposing. Motion came from the Finance Committee to approve the FY17/18 Pittsylvania County Budget, which includes the School Budget, as presented at the Public Hearing held Monday, March 20, 2017. FY2017/18 PROPOSED PITTYSLVANIA COUNTY BUDGET Note: School Budget is part of the overall County Budget, and the proposed FY17/18n County Budget does not include a tax increase. A summary of the proposed County Budget is as follows: GOVERNMENT 2016-2017 2017-2018 EXPENDITURES ADOPTED PROPOSED General Gov’t Expense 3,953,532 4,457,452 Judicial Admin. Expense 1,631,627 1,672,305 Public Safety 16,014,035 16,684,361 Health Dept./Social Services 10,838,399 12,389,141 Public Works 3,062,347 3,041,515 Education Expense 91,499,245 93,712,715 Parks, Rec. & Cultural 1,667,827 1,720,591 Grants 5,461,638 6,755,441 Community Dev. Expense 8,383,865 8,112,899 Capital Projects 1,402,901 799,963 Debt Service 12,857,171 10,767,972 Transfers 18,652,420 18,958,711 Misc/Non-Departmental 375,025 1,041,025 TOTAL $ 175,800,032 $ 180,114,091 2016-2017 2017-2018 REVENUES ADOPTED PROPOSED Local Funds 48,307,107 49,819,158 State Funds 84,548,740 86,970,962 Special Call Meeting April 3, 2017 Federal Funds 18,272,794 18,801,577 CIP Carryover 2,526,564 1,939,474 Carryover 239,700 256,636 Fund Balance 3,252,707 3,372,573 Transfers 18,652,420 18,953,711 TOTAL $ 175,800,032 $ 180,114,091 The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Hagerman-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. The Finance Committee’s motion was passed by unanimous vote of the Board. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve FY17/18 Budget Resolution 2017-04-01 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-No; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Barksdale-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion was passed by a 6-1 majority vote of the Board, with Mr. Hagerman opposing. Presented: April 3, 2017 Adopted: April 3, 2017 RESOLUTION 2017-04-01 VIRGINIA: At a special called meeting of the Pittsylvania County Board of Supervisors on Monday, April 3, 2017 in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia, the following resolution on the annual budget for Fiscal Year 2018 was presented and adopted. WHEREAS, the laws of the Commonwealth of Virginia require the governing body to prepare and approve a budget for fiscal and planning purposes, notwithstanding additional requirements for the schools, including revenues and expenditures for the ensuing year by May 1, 2017; and WHEREAS, the laws of the Commonwealth of Virginia control the distribution of funds by appropriations giving the Board of Supervisors authority to set such appropriations at such periodic basis as outlined in Section 15.2-2506 of the Code of Virginia, being further identified in this Resolution with Exhibit A and Exhibit B; and WHEREAS, a public hearing has been properly advertised and held on March 20, 2017, in accordance with state statute as shown by the affidavit of the publisher; then, BE IT HEREBY RESOLVED, by the Board of Supervisors of the County of Pittsylvania, that there be hereby adopted and appropriated a budget for Fiscal Year 2018, the full and complete budget is contained in the document entitled: "PITTSYLVANIA COUNTY ADOPTED BUDGET" Special Call Meeting April 3, 2017 FISCAL YEAR 2018 JULY 1, 2017 - JUNE 30, 2018 TOTALING: $ 179,582,043 BE IT FURTHER RESOLVED, that the estimated budget total of $179,582,043 includes $17,236,709 total local effort for the Pittsylvania County Schools, and $1,599,853 in reallocated carryovers for Industrial Development Local. Included in this budget is an approval of supplements for employees of all five (5) Constitutional Offices. These offices include the Sheriff, Treasurer, Commissioner of Revenue, Clerk of Courts and Commonwealth’s Attorney. Personnel costs for these offices, which include an appropriation of local funding and compensation board funding cannot be overspent. BE IT STILL FURTHER RESOLVED, that the funds of the School Budget, the Library Board, and the Welfare Board shall be expended only by order and approval of those respective boards and that no money shall be paid out for such contemplated expenditures unless and until there has first been made an appropriation for such contemplated expenditures by the Board of Supervisors; and, BE IT STILL FURTHER RESOLVED that the School Budget estimate for FY 2017- 2018 be set at $93,702,941 with the local funds provided by the Board of Supervisors set at $17,236,709 to be funded by classification as allowed by the Code of Virginia, 1950 as amended, and the school board to report back in amounts requested to be funded in each classification if different than shown in the approved budget. The local funds include the following: General Fund Local $17,236,709 (Includes $45,000 Solid Waste) BE IT STILL FURTHER RESOLVED, that the Board of Supervisors shall receive quarterly revenue and expenditure reports comparing receipts and expenditures to the approved budget from the Office of the County Administrator as well as a list of transfers approved by the County Administrator and, BE IT STILL FURTHER RESOLVED that the unit tax levy for the year commencing January 1, 2017 shall be as follows: Real Property: $.59 per $100 of assessed value, 100% market value Mobile Homes and Barns: $.59 per $100 of assessed value, 100% market value Machinery and Tools: $ 4.50 per $100 of assessed value at 10% of original cost Contract Carrier: $4.50 per $100 of assessed value at fair market value Special Call Meeting April 3, 2017 Personal Property: $8.75 per $100 of assessed value, 30% of market value. In accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly (2004 Special Session 1) and as set forth in Item 503.E (Personal Property Tax Relief Program) of Chapter 951 of the 2005 Acts of Assembly any qualifying vehicle sitused within the county commencing January 1, 2017, shall receive personal property tax relief in the following manner:  Personal use vehicles valued at $1,000 or less will be eligible for 100% tax relief;  Personal use vehicles valued at $1,001 to $20,000 will be eligible for 51% tax relief;  Personal use vehicles valued at $20,001 or more shall only receive 51% tax relief on the first $20,000 of value; and  All other vehicles which do not meet the definition of “qualifying” (business use vehicles, farm use vehicles, motor home, etc.) will not be eligible for any of tax relief under this program. Generating Equipment: $.59 per $100 of assessed value, 100% of market value Capital Merchant Tax: Tier 1 $ 2.75 per $100 of assessed value, 30% of inventory value from $1 to $1,000,000 Tier 2 $2.75 per $100 of assessed value, 10% of inventory value from $1,000,001 to $5,000,000 Tier 3 $2.75 per $100 of assessed value, 5% of inventory value from $5,000,001 to unlmited Consumer Utility Tax: 20% of the first $15.00 monthly for residential users and 20% of the first $100.00 monthly for commercial or industrial users, except as required for Gas and Electricity, as defined by Chapter 6 Section 13 of the Pittsylvania County Code 1975 as amended AND BE IT FURTHER RESOLVED that the following fees will also be collected by Pittsylvania County for tax year beginning January 1, 2017 and for the fiscal year beginning on July 1, 2017: Motor Vehicle Fee: $38.75 per vehicle, except as specified by ordinance Building Inspection Fees: These fees included in Exhibit C Fire Prevention Fees: These fees included in Exhibit D Special Call Meeting April 3, 2017 AND BE IT FURTHER RESOLVED by the Pittsylvania County Board of Supervisors that, for the fiscal year beginning on July 1, 2017, and ending on June 30, 2018, the following sections are hereby adopted. Section 1. The cost center shown on the attached table labeled Appropriations Resolution, Exhibit A, are hereby appropriated from the designated estimated revenues as shown on the attached table labeled Appropriations Resolution, Exhibit A. This appropriation does include the unappropriated surplus. Funds may be appropriated by the Board of Supervisors as needed during FY 2018 subject to the Board’s by-laws for appropriations. Section 2. Appropriations, in addition to those contained in this general Appropriations Resolution, may be made by the Board of Supervisors only if there is available in the fund unencumbered or unappropriated sums sufficient to meet such appropriations. Section 3. All appropriations herein authorized shall be on the basis of cost centers for all departments and agencies excluding schools. The regular school fund is specifically appropriated by category as listed on Exhibit A. Section 4. The School Board and the Social Services Board are separately granted authority for implementation of the appropriated funds for their respective operations. By this resolution the School Board and the Social Services Board are authorized to approve the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same classification in their respective funds in any amount. Transfers between classification or funds require approval of the Board of Supervisors. Section 5. The County Administrator is authorized to make intra-departmental transfers. This allows for the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same cost center for the efficient operation of government. The County Administrator is also authorized to make inter-departmental transfers up to $25,000. This type of transfer allows for the transfer of any unencumbered balance or portion thereof from one department to another. Inter- departmental transfers in excess of $25,000 require the approval of the Board of Supervisors. Section 6. All outstanding encumbrances, both operating and capital, at June 30, 2017 shall be reappropriated to the FY 2018 fiscal year to the same cost center and account for which they are encumbered in the previous year. A report of which shall be submitted to the Board. Section 7. At the close of the fiscal year, all unencumbered appropriations lapse for budget items other than the School Cafeteria Receipts Fund 209, the State Restricted Seizure Fund - Sheriff 241, the Federal Restricted Seizure Fund Special Call Meeting April 3, 2017 242, the State Restricted Seizure Fund – Commonwealth’s Attorney 243, the Federal Restricted Seizure Fund – Commonwealth’s Attorney 244, the Animal Friendly Plates Fund 245, the Grants Fund 250, the Work Force Investment Act Fund 251, Law Library Fund 260, the Library Memorial Gift Fund 265, Cash Bonds Fund 305, the County Capital Improvements Fund 310, the Jail Inmate Management Fund 311, the Courthouse Maintenance Fund 312, the Courthouse Security Fund 314, the Jail Processing Fund 315, the Rural Roads Fund 320, the Industrial Development Local Fund 325, the Industrial Development Cyclical Fund 330, the School Bond Fund 410, the Social Services Bond Fund 420, the Debt Service Reserve Fund 425, the Bond Fund -Schools 435, the Rescue Billing Fund 530, the Special Welfare Fund 733 and the Pittsylvania County Employees Health Plan 734. Thus, all cancelled cash balances shall revert back to the General Fund. Section 8. Appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate ordinance or resolution, changes or eliminates the appropriation. Upon completion of a capital project, the County Administrator is hereby authorized to close out the project and transfer to the funding source any remaining balances. This section applies to all existing appropriations for capital projects at June 30, 2017 and appropriations in the FY 2018 Budget. The County Administrator is hereby authorized to approve construction change orders to contracts up to $50,000.00 and approve all change order for reduction of contracts. Section 9. The approval of the Board of Supervisors of any grant of funds to the County shall constitute the appropriation of both the revenue to be received from the grant and the County’s expenditure required by the terms of the grant, if any. The appropriation of grant funds will not lapse at the end of the fiscal year but shall remain appropriated until completion of the project or until the Board of Supervisors, by appropriate resolution, changes or eliminates the appropriation. The County Administrator may increase or reduce any grant appropriation to the level approved by the granting agency during the fiscal year. The County Administrator may approve necessary accounting transfers between cost centers and funds to enable the grant to be accounted for the in correct manner. Upon completion of a grant project, the County Administrator is authorized to close out the grant and transfer back to the funding source any remaining balance. This section applies to appropriations for grants outstanding at June 30, 2017 and appropriations in the FY 2018 Budget. Section 10. The County Administrator may reduce revenue and expenditure appropriations related to programs funded all or in part by the Commonwealth of Virginia and/or the Federal Government to the level approved by the responsible state or federal agency. Special Call Meeting April 3, 2017 Section 11. The County Administrator is authorized to make transfers to the various funds for which there are transfers budgeted. The County Administrator shall transfer funds only as needed up to amounts budgeted or in accordance with any existing bond resolutions that specify the matter in which transfers are to be made. Section 12. The Treasurer may advance monies to and from the various funds of the County to allow maximum cash flow efficiency. The advances must not violate County bond covenants or other legal restrictions that would prohibit an advance. Section 13. All purchases with funds appropriated herein shall be made in accordance with the County purchasing ordinance and applicable state statutes. Section 14. It is the intent of this resolution that funds be expended for the purposes indicated in the budget; therefore, budgeted funds may not be transferred from operating expenditures to capital projects or from capital projects to operating expenses without the prior approval from the Board of Supervisors. Also, funds may not be transferred from one capital project to another without the prior approval of the Board of Supervisors. Section 15. The County Administrator is authorized, pursuant to state statute, to issue orders and warrants for payments where funds have been budgeted, appropriated, and where sufficient funds are available. A warrant register shall be presented to the Board of Supervisors not less frequently than monthly. Section 16. Subject to the qualifications in this resolution contained, all appropriations are declared to be maximum, conditional and proportionate appropriations – the purpose being to make the appropriations payable in full in the amount named herein if necessary and then only in the event the aggregate revenues collected and available during the fiscal year for which the appropriations are made are sufficient to pay all the appropriations in full. Otherwise, the said appropriations shall be deemed to be payable in such proportion as the total sum of all realized revenue of the respective funds is to the total amount of revenue estimated to be available in the said fiscal year by the Board of Supervisors. Section 17. All revenue received by any agency under the control of the Board of Supervisors or by the School Board or by the Social Services Board not included in its estimate of revenue for the financing of the fund budget as submitted to the Board of Supervisors may not be expended by said agency under the control of the Board of Supervisors or by the School Board or by the Social Services Board without the consent of the Board of Supervisors being first obtained. Nor may any of these agencies or boards make expenditures, which will exceed a specific item of an appropriation. Special Call Meeting April 3, 2017 Section 18. Allowances out of any of the appropriations made in this resolution by any or all county departments, bureaus or agencies under the control of the Board of Supervisors to any of their officers and employees for expense on account of the use of such officers and employees of their personal automobiles in the discharge of their official duties shall be paid at the same rate as that established by the Internal Revenue Service and shall be subject to change from time to time to maintain like rates. Section 19. The County Administrator is directed to maintain seven (7) petty cash accounts and establish any other petty cash accounts authorized by the Board of Supervisors. The current petty cash accounts are located in central purchasing, the landfill, building inspections, zoning and recreation. These petty cash accounts are maintained in accordance with Section 15.2-1229 of the Code of Virginia as amended, 1950 with management plans as directed by the County Auditor. Section 20. All previous appropriation ordinances or resolutions to the extent that they are inconsistent with the provisions of this resolution shall be and the same are hereby repealed. Section 21. This resolution shall be effective on July 1, 2017. Adjournment Chairman Warren adjourned the meeting at 7:07pm. _______________________________________ Robert W. “Bob” Warren, Chair Pittsylvania County Board of Supervisor _______________________________________ David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors