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02-12-2018 Finance Committee Meeting Minutes BOS Finance Committee 02/12/2018 Draft Minutes 1 Pittsylvania County Board of Supervisors Finance Committee Meeting Monday, February 12, 2018 VIRGINIA: The meeting of the Pittsylvania County Board of Supervisors Finance Committee was held on Monday, February 12, 2018 in Conference Room #1 of the County Administration Building located at 1 Center Street in Chatham, Virginia. Elton W. Blackstock, Jr., Finance Committee Chairman, called the meeting to order at 3:30 p.m. Fellow Finance Committee members Robert W. "Bob" Warren, Joe B. Davis, and Ronald S. Scearce were all present. The following Board of Supervisor, Ben L. Farmer, was also present. {Note that Board of Supervisor member Charles H. Miller, Jr. arrived during the meeting} David M. Smitherman, County Administrator; J. Vaden Hunt, County Attorney; Greg L. Sides, Assistant County Administrator for Planning and Administration; Richard Hicks, Assistant County Administrator for Operations; Kim Van Der Hyde, Director of Finance, and Rebecca Flippen, Deputy Clerk to the Board, were also present. Items to be Added Motion was made by Mr. Davis, seconded by Mr. Scearce, to add 6(c): Budget Adjustments; Transfers to Contingency, to the agenda, which was unanimously approved by the Finance Committee. Approval of Agenda Motion was made by Mr. Davis, seconded by Mr. Scearce, to approve the agenda with the addition of Item 6(c), which was unanimously approved by the Finance Committee. Approval of Minutes Motion was made by Mr. Scearce, seconded by Mr. Davis, to approve the Finance Committee meeting minutes of January 16, 2018 and January 29, 2018, which was unanimously approved by the Finance Committee. New Business Due to Sheriff Taylor being ill; Item 6(a); Discussion with Sheriff/Jail FY18/19 Budget Requests, was tabled to future meeting. Item 6(b): Discussion of Methodology for Assessment; Tax Rates Ms. Shirley Hammock, Commissioner of the Revenue, explained to the Finance Committee that if the Board of Supervisors chose to change the methodology of how Personal Property Tax levies were assessed, it created a domino effect on all other tax levies of the County. It was the consensus of the Finance Committee to table the issue until after the current budgetary process for FY19, and the first tax billing (June 20, 2018) was past. BOS Finance Committee 02/12/2018 Draft Minutes 2 Mr. Scearce did ask Ms. Hammock that he would like to see: 1) the number of audits conducted by Mr. Jim Jennings, Business Compliance Officer for the Commissioner of the Revenues’ Office; 2) the types of audits Mr. Jennings conducted; 3) the number of adjustments that needed to be made; 4) amount of refunds issued; and 5) amount of recouped monies owed to the County. Ms. Hammock stated she would provide that information to the Finance Committee / Board of Supervisors. Item 6(c): Budget Adjustments: Transfers to Contigency: Mr. Smitherman stated that he and Ms. Van Der Hyde had gone through the current FY18 budgets of each departments and had identified potential monies that might be applied to a contingency fund in the hopes to be able to return the monies in the contingency fund to the bottom line of the budget at the end of the fiscal year; with the purpose of applying that money towards balancing the FY19 budget. Mr. Smitherman emphasized that these transfers did not permanently take monies back from departments; if the department had a need arise, they could apply for the money needed to be transferred back into their line. BOS Finance Committee 02/12/2018 Draft Minutes 3 BOS Finance Committee 02/12/2018 Draft Minutes 4 Mr. Scearce asked did the election re-count cost the County and Mr. Smitherman responded that it was approximately $3,000. Mr. Blackstock stated that while he applauded Staff on looking for ways to save, he was concerned about Constitutional Officer budget changes, and asked this item be placed on the Board of Supervisors’ Work Session to give the Constitutional Officers the opportunity to discuss these potential changes, as well as having Mr. Chris Slemp there to discuss potential changes in the Fire & Rescue budget. Questions/Comments/Discussion by the Finance Committee Mr. Blackstock commented the Board of Supervisors and the Pittsylvania County Executive Team recently attended a retreat and felt it good they were all able to have open and frank discussions about County finances and economic development. Mr. Davis stated while he agreed there was open discussion, he did not at all feel the Board left the retreat with any sort of vision for the County’s future, and there were still a lot of unanswered questions in that area the Board needed to address before the County could successfully move forward. Adjournment Mr. Blackstock adjourned the meeting at 4:50 PM.