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06-21-2022 Finance Committee Meeting - FINALPITTSYLVANIA COUNTY BOARD OF SUPERVISORS FINANCE COMMITTEE MEETING June 21, 2022 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Finance Committee Meeting was held on June 21, 2022, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER Dalton called the Meeting to Order at 2:00 PM. ROLL CALL The following Board Members were present: Attendee Name Title Status Darrell Dalton Chairman - Callands-Gretna District Present Jessie L. Barksdale Supervisor - Banister District Present Tim Chesher Supervisor - Dan River District Absent William V. ("Vic") Ingram Supervisor – Tunstall District Present Also in attendance were Dudley, Scearce, and Warren. AGENDA ITEMS TO BE ADDED None. APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Barksdale SECONDER: Ingram AYES: Dalton, Barksdale, Ingram ABSENT: Chesher NEW BUSINESS a. County Water and Sewer Rate Study (Staff Contact: Chris Adcock) Charles Archer, the County’s engineering consultant with Freese and Nichols, presented a summary of the final Water and Wastewater Master Plan and Rate Study to the Committee. His presentation can be found on the County’s website at www.pittsylvaniacountyva.gov. b. Cost of Living Increases-State vs Local (Staff Contact: Kim Van Der Hyde) During the County’s Budget process, the Board approved a Cost of Living (“COLA”) Increase in the amount of 3.6% for all County employees on the County’s Pay Plan. The Consumer Price Index (“CPI”) is the metric that the County annually uses to determine COLA’s. The CPI that should have been used for FY2023 was 7.4%. However, at that time, the County Finance Director, in consultation with the Interim County Administrator, adjusted this rate to 3.6% since the County Finance Committee June 21, 2022 had made several salary adjustments during FY2022. At the time of FY2023 County Budget approval, the State had not yet approved a FY2023 Budget. The County received Budget estimates for Constitutional Offices on June 8, 2022. It is the intention of the State to provide a 5% salary increase for FY2023, effective August 1 and another 5% salary increase for FY2024. The County also received notification that the Department of Social Services (“DSS”) employees will receive a 5% salary increase for FY2023, effective July 1 and a $1,000 bonus in December. Considering the recent economic downturn and a review of the current CPI, which was 9.2% as of May 31, 2022, County Staff feels strongly that all employees should receive a 5% COLA. Not only would this increase provide some assistance with increased day-to-day costs but would also ensure equity among all employees. The budgetary impact for the 1.4% additional increase would equate to roughly $50,000 and would allow all County employees on the County’s Pay Plan to receive a 5% COLA for FY2023 effective August 1, 2022. This increase would be covered by carryover funds from the FY2022 County Budget. Only DSS employees would receive their increase on July 1 and their increase would be covered primarily by State funds and would not require additional local funding. Motion to recommend to the full Board the approval of a COLA increase of 5% for all County employees on the County's Pay Plan, effective August 1, 2022. RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher c. Health/Dental Insurance Premium Review (Staff Contact: Kim Van Der Hyde) Van Der Hyde notified the Board of the increase of the County’s health insurance rates, which is just under 10%. She stated the County’s intention is to continue to help all tiers of insurance plans, so County employees are not experiencing the brunt of the increase. There is also a possibility of available funds to be used for this increase. d. Gretna Library Landscaping Funding (Staff Contact: Lisa Tuite) Members of the Library Board and library employees were present to request the County’s support in the form of an additional $100,000 in funding. The expanded landscape plan is estimated to cost $450,000. Some of these elements are included in the original plans and funding ($80,000), but the new elements total approximately $370,000. DRF has committed to fund $150,000 of that total, contingent upon the County’s willingness to contribute to this Project, and DRF has suggested that a $100,000 contribution to the Project from the County would be a reasonable cost share. Motion to forward the Library Landscaping Funding to the Full Board for approval of the support of the County's portion. Finance Committee June 21, 2022 RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher e. ETC Renovations (Staff Contacts: Christopher Slemp/Kelly Keesee) Slemp stated a September 2021 Report from the Virginia Department of Elections recommends additional upgrades to the County’s Elections and Training Center. These recommendations revolve around the physical aspects of the building such as security improvements and handicap access. Kelly Keesee, Registrar, has identified approximately $100,000 in the Registrar’s FY22 Budget that was earmarked for a June Primary. This Primary is not taking place and these funds could be transferred and used for the needed improvements. Motion to table item until the July Meeting. RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher f. EMS Billing Rates Increase (Staff Contact: Kasey Seay) The Fire and Rescue Commission (“FRC”) recently appointed an Ad Hoc Committee to review the County’s EMS billing rates. The Committee reported back to the FRC at its May Meeting and suggested the below changes to the County EMS billing rates. At the same Meeting, the FRC recommended the Board approve said changes. Current Proposed • Basic Life Support (non-emergent) $600 $600 • Basic Life Support (emergent) $600 $650 • Advanced Life Support (non-emergent) $750 $775 • Advanced Life Support (emergent) $750 $800 • Advanced Life Support II $900 $1000 • Treat/No Transport $400 $400 • Patient Refusal $75 $100 • Mileage $16 $18 The FRC is requesting the Board hold a Public Hearing at its July 2022 Business Meeting to allow citizen comments prior to enacting said proposed revisions. Finance Committee June 21, 2022 Motion recommending the full Board authorize County Staff to advertise for a Public Hearing at the July 2022 Board’s Business Meeting regarding the above, potential County EMS billing rate changes. RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher g. Potential Drug Box Regulation Changes (Staff Contact: Chris Key/Kasey Seay) Key stated that currently Virginia’s EMS Agencies rely on area hospitals, working in conjunction with local EMS Councils, to provide drugs and drug boxes for all highly controlled substances. Locally, the County also keeps lessor-controlled substances in stock and has other controls to track and administer these medications. Virginia is the only state to still use a drug box exchange program. Recently, the County’s Public Safety Department has been made of aware of changes coming from the Virginia Board of Pharmacy that will lead to stricter controls of medications. Additionally, the Drug Enforcement Agency is revising its rules and regulations that could bring serious changes to the drug box exchange program. No action is required at this time, but Key wanted to bring awareness to this situation that could affect Public Safety. h. FY22 Budget Transfers (Staff Contact: Christopher C. Slemp) Slemp stated in the current FY22 County Budget there is a $49,000 excess amount in the Line Item to fund Volunteer Virginia Line of Duty Death Benefits and to fund Volunteer Retirement Benefits for those Agencies that participate. At their April Meeting, the FRC discussed these issues and the FRC requested that the Board consider transferring $24,000 from this Line and to the volunteer allotments. This is being requested due to Agencies having excess expenses in the current Fiscal Year due to inflation and excess cost of fuel and other Fire and Rescue supplies and equipment. The FRC has proposed that single service Agencies would receive an additional $750, and dual service Agencies receive $1,500. Motion to recommend the full Board transfer $24,000 from Line Item 100-4-032200-530600 to Line Item 100-4-032200-566100 in the FY22 County Budget, and that single service Agencies be given an additional $750, and dual service Agencies be giving an additional $1,500. RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher i. FY23 Funding Matrix (Staff Contact: Chris Key) Key stated in FY22 the FRC, along with the Board, approved a new funding matrix which gave Finance Committee June 21, 2022 each Volunteer Fire and Rescue Agency a base amount of funding, and then additional funding based on call volume (the “Matrix”). Due to increases in call volumes, additional funding was needed in the FY23 County Budget to appropriately fund the Matrix. There is a need for an additional $24,000 to fund the Matrix correctly and give those agencies with increased call volume the appropriate amount of funding. This increase was requested in the FY23 County Budget but was not funded. $24,000 is being requested from the County’s FY23 Contingency Budget Line to correctly fund the Matrix. At the April FRC Meeting, the FRC discussed this Budget issue and voted to request the Board to appropriately fund the Matrix. Motion to recommend the full Board approve the transfer of $24,000 from the County’s FY23 Contingency Line to Line item 100-4-032200-566100 to appropriately fund the Matrix. RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher j. FY23 Additional Contingency Funding (Staff Contact: Chris Key) Key stated in the Fire and Rescue’s FY23 County Budget Request, it was requested to increase the volunteer base allotments by an additional $3000 per service the agency offered. However, the FRC has endorsed a plan to give fire departments an additional $3,500 base amount and $1,500 base increase for EMS agencies. Also, each Search and Rescue agency would receive an additional $1000. This amounted to an overall increase of $91,000 to line 100-4-032200-566100. Additionally, it was requested to increase the EMS pay per call from $15 a call to $25 a call. This would amount to an overall increase of $77,500 for line 100-4-032200-566400. These requests were not funded but those requested amounts were placed in the contingency funds. The FRC has discussed this matter at the May Meeting and a Motion was put forth to request the Board transfer funds from FY23 contingencies to the appropriate fire and rescue Budget lines to fund the requested increases. Motion to direct County Staff to further analyze the request, look at any unexpended funds that may be left over from the current fiscal year, and bring the information back to the Board at a subsequent meeting. RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Barksdale AYES: Dalton, Barksdale, Ingram ABSENT: Chesher MATTERS FROM COMMITTEE MEMBERS None. ADJOURNMENT Finance Committee June 21, 2022 Dalton adjourned the Meeting at 3:22 PM.