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HomeMy WebLinkAboutMay_21_2013_Budget_Session_MinutesIREDELL COUNTY BOARD OF COMMISSIONERS BUDGET SESSION MINUTES TUESDAY, MAY 21, 2013 The Iredell County Board of Commissioners met on Tuesday, May 21, 2013, at 5:30 PM, in the Iredell County Government Center (South Wing Conference Room), 200 South Center Street, Statesville, NC. Board Members Present Chairman Steve Johnson Vice Chairman Marvin Norman David Boone Renee Griffith Absent: Ken Robertson Staff present: County Manager Ron Smith, Deputy County Manager Tracy Jackson, Finance Director Susan Blumenstein, Assistant Finance Director Deb Alford, Solid Waste Director David Lambert, Solid Waste Administrative Manager Susan Cornell, Interim Health Director Susan Johnson, Health Department Business Officer Bill Griffith, Social Services Director Yvette Smith, Social Services Business Officer Janet Barker, ICATS Coordinator Ben Stikeleather, Planning, Development and Transportation Director Joey Raczkowski, Communications Director David Martin, EMS Director David Cloer, EMS Special Services Coordinator Blair Richey, and Clerk to the Board Jean Moore. CALL TO ORDER by Chairman Johnson 37 — Transportation & 620/622 — ICATS: No changes from the manager's recommendations. ICATS Coordinator Ben Stikeleather said door-to-door service was provided at the current time and not fixed routes. He said this wasn't the most efficient method and changes might occur in the future. Stikeleather said the largest expenditures in his budget were for personnel, new vehicles (90% of costs covered through the 5311 grant) and fuel. He requested a rate change from $1.58 per mile to $1.73 and said the increase had been shared with the Transportation Advisory Committee with no objections. Stikeleather said van radios needed to be replaced, and a state grant would reimburse the county for the purchases. He said one full-time position had been requested, and there was a request to increase part-time salaries. 575 — Cooperative Extension: No changes from the manager's recommendations. County Manager Smith noted this department needed a new copier. 52 — Solid Waste Disposal Fund: No changes from the manager's recommendations. Solid Waste Director Lambert said during the last two years money had been set aside to pay for Phase 5 (construction project) which started yesterday. He said revenues were increasing and retained earnings would have over a million dollars. Lambert said one concern had been equipment maintenance, and a new position (Assistant Mechanic) had been requested. He said many maintenance repairs had been contracted out, but the department wanted to do more of the repair work in-house. Commissioner Boone asked about any fee increases. Lambert said there would be an increase for electronics (CRT televisions and computer monitors). He said by state law these items could not be placed in the landfill, and most of the electronics recycling vendors no longer existed. Lambert said it would cost about 15¢ a pound to dispose of the waste, and a $10 fee per unit was recommended. Boone asked if there were plans to open another convenience center. Lambert said there was an effort being made to find land to replace the north Iredell site. He said the current site was too small, and it was leased. Lambert said that in the past, there had also been discussions about locating a disposal site between Troutman and Mooresville. 600 — Health: No changes from the manager's recommendations. In regards to personnel, County Manager Smith said an environmental health position had been requested, and a clerical position would be transferred to this office from the planning department to work in Mooresville and Statesville. Interim Health Director Susan Johnson said the original budget was flat until the addition of the environmental health position. She said an increase in on-site water permits had been noted and additional revenue was budgeted. Ms. Johnson said the new employee could drive a car already in the county's fleet, but the Vehicle Services Director had recommended that a new vehicle be purchased She said a total of $95,972 would be needed for the new position, and this included the vehicle, telephone and fuel costs. Boone inquired about generic services listed on the revenues sheet. Business Office Griffith said it was a transfer account used until the money could be allocated to the proper program. He said an insurance company's Explanation of Benefits (EOB) might have numerous programs listed such as dental, child health and others. Griffith said the generic services account would be used until the payments could be transferred to the correct program. Finance Director Blumenstein said the health department had the only budget where lapsed salaries were budgeted. 615 — Contracted Mental Health: No changes from the manager's recommendations. 635 — Veterans Services: No changes from the manager's recommendations. 630 — Social Services: No changes from the manager's recommendations. County Manager Smith said the only change, since the Social Services Board reviewed the budget, was the transferring of some costs to facility services. Social Services Director Smith said changes had been occurring in her department and this had caused priority shifts. She said the implementation of North Carolina Families Access to Services and Technology (FAST) System was occurring, and once finished throughout the entire agency, 19 Legacy Systems would be retired. Mrs. Smith said under the new system a family would only see one caseworker for services, whereas before, they talked to numerous individuals. Mrs. Smith mentioned that social services no longer administered the surplus food distribution program, and instead, nonprofits were supplying this work which had saved the department $10,000. She said also the Children's Home funding had been deleted from the budget, and this amount was $84,000. Commissioner Griffith asked how the nonprofits were doing with the surplus food distribution, and Mrs. Smith said the program was going well. Mrs. Smith mentioned that in past, the DSS child support department had been exempt from paying court fees; however, this would soon change due to House Bill 343. Mrs. Smith said the clerk of court had been informed that a fee must be charged for child support complaints. She said about 26 complaints, at $150 per complaint, were filed each month and on an annual basis this would be $46,800. Additionally, Smith said that 5,000 motions were filed annually. She said each motion was $20.00, and this would be about $98,560 a year. Smith said House Representative Rena Turner had filed an amendment to the legislation asking for this fee to be waived. Boone said that in regards to the child support complaints, the clerks of court in the state were supposed to charge in the past, but the previous Iredell County Clerk of Court had exempted the county. He said the current clerk of court had been informed that the fee had to be charged. Boone said the Administrative Office of the Courts requested House Bill 343, and representatives from that office had asked House Representative Rena 2 Turner to sponsor the legislation due to her previous service as the Iredell County Clerk of Court. Boone said that in regards to the child support motions, there was a previous bill that included an exemption for counties, but it expired on June 30. He said a discussion had occurred with Rep. Turner, and the bill was amended to where the clerk's office could invoice the counties rather than having to pay each time a motion was filed. Boone said the amended legislation would permanently exempt the counties from paying the IV -D child support fees. He said that if the legislation passed, it would save the county over $90,000. 536 - Communications: No changes from the manager's recommendations. County Manager Smith said two new positions had been recommended, and they were especially needed since animal control dispatches would be added to ECOM's responsibilities. Communications Director David Martin said a survey by RCC Consultants had concluded that call volume by telecommunicator was the preferred method for identifying staffing needs. He said there was a goal of less than 4,000 calls per year per telecommunicator, or 333 calls per telecommunicator each month. Martin said each telecommunicator was averaging about 357 calls a month, and this, plus the extra animal control dispatches, were some of the reasons for the new positions. He added that the Insurance Services Office (ISO) had recommended that his office have seven telecommunicators on duty at all times. Martin said seven employees might not be justified at 3 AM, but there was justification during peak times. He said many days the department had only five employees working due to comp time, sick leave and vacations. Martin said another console was included in the five-year plan, but no more could be added due to space constraints. Boone asked how the animal control calls would be routed. Martin said the policies had not been worked out; however, it was felt animal control calls would be handled similarly to the sheriffs calls. He said the sheriffs office had a number in the phone book indicating callers should report crimes on a particular number. Boone said that if crimes were occurring, the citizens would probably call 911. Deputy County Manager Tracy Jackson said the citizens would be encouraged to call a seven digit number, but it was realized many people would still call 911. 542 — EMS: No changes from the manager's recommendations. EMS Director David Cloer said the Lake Norman base would have a full truck running by August 1. He said fee increases were requested, as follows, for the upcoming year. Cloer said it had been difficult to retain part-time employees as they usually found better paying jobs elsewhere. He said they were crucial in providing EMS service. Cloer said part- time employees were required to work 24 hours a month, but difficulties had occurred with the 1000 hour cap rule. He said out of the 39 positions, there were 5 open slots and 14 individuals could not work anymore due to being over the 1000 hour cap limit. Cloer proposed the following pay increases for part-time employees: BLS (non BLS ALS ALS ALS Specialty Mileage TxnNo Medicare Stand Bike Emer) (Emer) (Non (Emer) 2 Transport 'Transport Roundtrip by Team Emer) (per hr (per he charge) charge) Iredell- $275 $410 5400 $486 5750 5832 513.00 $200 $550 $150 S50 Current FY 13-14 $350 $450 5425 $525 5750 5875 513.50 $200 $600 $150 S50 Proposed Cloer said it had been difficult to retain part-time employees as they usually found better paying jobs elsewhere. He said they were crucial in providing EMS service. Cloer said part- time employees were required to work 24 hours a month, but difficulties had occurred with the 1000 hour cap rule. He said out of the 39 positions, there were 5 open slots and 14 individuals could not work anymore due to being over the 1000 hour cap limit. Cloer proposed the following pay increases for part-time employees: 3 EMT - Basic EMT - Intermediate EMT - Paramedic Iredell County Current Rate Per Hour $10.44 $11.65 $13.33 Proposed Rate Per Hour $13.25 $14.50 $16.00 3 County Manager Smith said the 1,000 hour rule made it difficult to operate the system. Chairman Johnson mentioned that discussions had occurred with a couple members of the county's legislative delegation about raising the ceiling on the 1,000 hours, but none of the individuals were receptive to introducing legislation about the issue. He requested that Mr. Cloer report on the situation at the winter planning session. 57 — EMS Specialty Services: No changes from the manager's recommendations. Coordinator Blair Richey said EMS Specialty Services operated Monday through Friday from 7 AM to 9 PM, but there were hospital transfers and convalescent transports needed during the weekends. She said a weekend truck was being proposed, and if approved, reliance on the rescue squads would decrease. Blair said two additional employees had been requested, but another vehicle would not be required. EMS Director Cloer said specialty services had been experiencing problems when transporting patients to doctors' offices. He said many times the medical offices were not ready to see the patients and this tied up a truck for another 30 or 40 minutes. Cloer said many departments throughout the state had a wait -time charge, for example, $2 a minute, or $50 an hour. He said a grace period of 30 minutes could be given, and the patient would not be charged, rather the cost would be billed to the doctor's office. Cloer said the company currently being used to provide the invoicing did not know how much might be collected. He said if implemented, it was felt the charge would be a deterrent, and the doctors' offices would see the patients faster. Richey said the proposed wait -time charges were based on an average of what other counties charged. Chairman Johnson asked if the medical office managers had been told about the problem. Cloer and Richey said yes. County Manager Smith mentioned the 911 and Specialty Services Spending and Investment Plan as follows: Emergency Medical Services 911 & Specialty Services Spending & Investment Plan The following is a list of priorities for funding for the future of EMS, including both 911 and Specialty Services.- 1. ervices:1. Pay back the general fund an additional $25KIyear to have it completed in 4 years instead of 5. 2. EMS will work with the Deputy County Manager and the Planning Department to determine future capital needs based on call volume, geography and growth trends during FY 2014. The County will not focus on new buildings until we know what type of building we need and where we need it (them). 3. EMS will develop a vehicle replacement plan for both 911 and specialty services. We plan to use specialty services vehicles up to as close to 200, 000 miles as possible. We will continuously monitor their wear and ensure that we are not deteriorating service in an effort to maximize mileage. 4. When both plans are developed, a percentage will be applied to vehicles, buildings, and other capital needs based on timing and demand. 5. Set aside excess revenue (above required vehicle replacement plan and payback to the fund balance) as "Capital Reserve" instead of vehicle replacement reserve. The referenced percentage shall be applied to the amount of money that is set backfin- given purposes. This money will be utilized when the need for capital spending is shown. 4 Known: 1. Loan payoffamount and timeline 2. Vehicle setback amount Unknowns: 1. Projected revenues 2. Projected expenditures 3. Facility Needs 4. Vehicle replacement timeline and costs Chairman Johnson encouraged EMS to leave the sprinters on a five-year rotation schedule. 532 — Animal Control: No changes from the manager's recommendations. Deputy County Manager & Interim Animal Control Director Tracy Jackson said overall there was a decrease in this budget. He said during the upcoming year, a goal of this department would be to increase adoptions and participants in the spay and neuter program. He said another goal would be to decrease the number of euthanizations. County Manager Smith said a new employee was requested by the former Animal Control Director, but the position was deleted. He said Mr. Jackson had reorganized the department. Chainnan Johnson asked if adequate funding to purchase staff clothing and accessories was in the budget. In particular, he mentioned the need for reflective gear during night- time work. Jackson said it was felt that in the past, the priorities had been on the shelter when more consideration should have been given to staff needs, such as rain gear. He agreed that the field staff should have the proper clothing, such as rain and reflective gear. Miscellaneous Schools: Chairman Johnson mentioned the schools and the possibility that someone might request an appointment before the board on May 23 to speak about a possible bond referendum. He requested the other board members to give the matter some thought as well as the local option quarter cent sales and use tax. County Manager Smith said the Iredell -Statesville System seemed to be focused on current expense revenues. He said a letter from the Mooresville Graded School District had mentioned Phase IV in the Facilities Task Force Study which included Iredell-Statesville projects. Smith said the information was shared with the Iredell- Statesville Superintendent who indicated a letter would be sent from his office. Mr. Smith said the Iredell-Statesville letter was received, but it didn't clarify the matter. He said it was assumed that both systems were encouraging the parents of students to speak in favor of a bond referendum. Commissioner Griffith said the school systems also wanted an increase in the per pupil allocation. Commissioner Boone mentioned the board of commissioners would meet with the school systems on May 30`h, plus there was a budget public hearing on June 4 when the public could speak about school funding. FY2013 FY2014 FY2015 FY2016 FY2017 FY2018 FY2019 FY2020 General Fund Pgvback $100,000 $125,000 $137,500 $137,500 Sprinters $110,000 $241,000 $150,000 $100,000 $100,000 Ambulances $90,000 $100,000 $100,000 $100,000 $100,000 $100,000 Facilities $150,000 $300,000 $300,000 $200,000 $200,000 Total $366,000 $377,500 $387,500 $400,000 $400,000 $400,000 $400,000 $400,000 Chairman Johnson encouraged EMS to leave the sprinters on a five-year rotation schedule. 532 — Animal Control: No changes from the manager's recommendations. Deputy County Manager & Interim Animal Control Director Tracy Jackson said overall there was a decrease in this budget. He said during the upcoming year, a goal of this department would be to increase adoptions and participants in the spay and neuter program. He said another goal would be to decrease the number of euthanizations. County Manager Smith said a new employee was requested by the former Animal Control Director, but the position was deleted. He said Mr. Jackson had reorganized the department. Chainnan Johnson asked if adequate funding to purchase staff clothing and accessories was in the budget. In particular, he mentioned the need for reflective gear during night- time work. Jackson said it was felt that in the past, the priorities had been on the shelter when more consideration should have been given to staff needs, such as rain gear. He agreed that the field staff should have the proper clothing, such as rain and reflective gear. Miscellaneous Schools: Chairman Johnson mentioned the schools and the possibility that someone might request an appointment before the board on May 23 to speak about a possible bond referendum. He requested the other board members to give the matter some thought as well as the local option quarter cent sales and use tax. County Manager Smith said the Iredell -Statesville System seemed to be focused on current expense revenues. He said a letter from the Mooresville Graded School District had mentioned Phase IV in the Facilities Task Force Study which included Iredell-Statesville projects. Smith said the information was shared with the Iredell- Statesville Superintendent who indicated a letter would be sent from his office. Mr. Smith said the Iredell-Statesville letter was received, but it didn't clarify the matter. He said it was assumed that both systems were encouraging the parents of students to speak in favor of a bond referendum. Commissioner Griffith said the school systems also wanted an increase in the per pupil allocation. Commissioner Boone mentioned the board of commissioners would meet with the school systems on May 30`h, plus there was a budget public hearing on June 4 when the public could speak about school funding. Legislation for Local Governments to Post Legal Notices on Websites: Commissioner Boone said there were a couple of bills in the General Assembly that would allow legal notices to be posted on websites rather than placing them in newspapers. He asked how much the county was paying for the advertising. Finance Director Blumenstein said several departments had advertising line items plus many grants required legal notices. ADJOURNMENT: Chairman Johnson adjourned the meeting at 7:45 PM. (Next Meeting: Budget Review Session on Thursday, May 23, 2013, at 5 PM, in the Iredell County Government Center (South Wing Conference Room), 200 South Center Street, Statesville, NC.) Approval: 6 Clerk to the Board