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Home My Public Portal About2016_tcwsmin0411 Council Work Session April 11, 2016 Council Chambers, 25 West Market Street, 7:30 p.m. Mayor David Butler presiding. Council Members Present: Kelly Burk, Thomas Dunn, II, Suzanne Fox, R. Bruce Gemmill, Marty Martinez and Mayor Butler. Council Members Absent: Katie Sheldon Hammier Staff Present: Town Manager Kaj Dentler, Deputy Town Manager Keith Markel, Town Attorney Barbara Notar, Assistant Town Manager Scott Parker, Director of Planning and Zoning Susan Berry Hill, Director of Finance and Administrative Services Clark Case, Director of Plan Review Bill Adman, Director of Economic Development Marantha Edwards, Director of Parks and Recreation Rich Williams, Director of Capital Projects and Public Works Renee Lafollette, Director of Utilities Amy Wyks, Chief of Police Vanessa Grigsby, Library Manager Alexandra Gressitt, Airport Manager Scott Coffinan, Information Technology Manager Annie Carlson, Human Resources Manager Mark Hauer, Deputy Director of Public Works Charles Mumaw, Deputy Director of Capital Projects Tom Brandon, Deputy Director of Parks and Recreation Kate Trask, Deputy Director of Finance and Administrative Services Lisa Haley, Senior Management Analyst Jason Cournoyer, Senior Management Analyst Cole Fazenbaker, Business Retention Manager, Recreation Superintendent Katey Jackson and Clerk of Council Lee Ann Green AGENDA ITEMS 1. Items for Discussion a. Budget Work Session Jason Cournoyer noted that the County's contributions to the town remain at the expected levels. Key Points: • School resource officer contribution remains at the proposed rate of $665,240. • Gas tax appropriation of close to $590,000 of which $290,000 is used for local fixed route transit service (Safe-T-Ride and Saturday service). • Landfill fee waiver which remains at the previous levels of$122,100. • Pushed out the Leesburg South rescue station to 2020. • Approved $1 million in NVTA funds to assist with the Rt. 15 to Greenway Capital Improvement Project. • School Board will request cash proffer funds in the next few months for converting the CS Monroe facility into an alternate high school. • Provided $13.2 million for the interchange at Route 7 and Battlefield. • Veteran's Park is included in their CIP for $4 million, which is the requested amount. Council Comments/Questions: • Martinez: Questioned the cash value of other county services that are used by the town, like IT services. - 1 IPage Council Work Session April 11, 2016 • Burk: Questioned whether the school resource officers are still Town officers. Dentler: Confirmed that there has been no change in this. • Burk: Questioned whether there is an agreement with the county regarding inspections. Cournoyer: Stated that a list would be provided of all services received from the county. • Fox: Questioned whether the GPS units for town vehicles are needed now. Lafollette: Stated that the units are needed for tracking routes so that more efficient routes can be found for leaf/brush collection and snow plowing routes. She stated that they are also used for billing contractors. • Fox: Stated she does not feel that the town should appropriate additional funds for the skate park. • Martinez: Stated he has no additions or deletions. He reminded everyone that this is the second year of a two year budget where only the changes should be examined. He noted that the Council should trust the department heads to make decisions after the Council passes the tax rate and budget and focus on policy decisions. • Burk: Stated she would like to end the lease for Izaak Walton Park as the town has already spent $1.5 million into the property and there are some big ticket maintenance items that need to be done. Dentler: Requested that budget staff get all the pertinent numbers for Izaak Walton Park, including revenue generated from classes held there for presentation to Council. • Gemmill: Agreed that eliminating the Izaak Walton Park lease would be a good idea. Further, he stated it is appropriate for Council to look at the current economic conditions and make adjustments to the budget on a yearly basis. He noted that he has nine proposed cuts, but will give those at tomorrow night's public hearing. • Butler: Stated that the cuts should be discussed this evening so that the public will not be surprised. Dentler: Stated that he would encourage everyone to identify their desired cuts so that staff can prepare. • Dunn: Stated that proposing cuts is not going to make a difference because the tax rate has been set and the additional money will go to the undesignated fund balance. • Gemmill: Stated that he has identified savings of$37,954 from the Economic Development department by moving them from the Mason Enterprise Center and back to Town Hall, reducing marketing materials, and entertainment. He stated cutting the advertising budget for Parks and Recreation, the landscaping budget for downtown, and cutting out the Boards and Commissions stipends would create savings. • Dunn: Stated the amount the town spends on publications and organizational memberships is excessive. He questioned how many of them are necessary for the job. He went through various line items that he identified as wishing to be cut. 2IPage Council Work Session April 11, 2016 • Butler: Asked to add $200,000 for milling and paving because of concern about the reductions from state maintenance funding. Straw polling on the following items: Description Add Reduce Motion Poll Manage vacant positions to produce savings (80,000) KH/SF 5-2 Remove contracted GPS Units for PW/CP vehicles (13,238) SF/TD 2-4 End capital lease of Izaak Walton Park ($111k lease, $25k maint., $155k revenue, $35k in (19,000) KB 3-3 LoCo taxes) EAC metering/tracking system for TOL largest KB facilities 50,000 4-2 $120,414 in line item reductions BG ED from MEC (22,054) BG 3-3 Contractual Services (11,900) BG 1-5 Entertainment Services (4,000) BG 2-4 Advertisement Outdoor Pool (2,000) BG 2-4 P&R holiday decorations- Downtown Initiative (3,000) BG 1-5 Eliminating stipend for all commissions (ex. BAR and Planning Commission) (77,460) BG 1-5 Reduce PIO to $65,000. (175,000) TD 1-5 Schedule basis for brush/leaf collection to a reduction TD of 75% 0-6 Monthly mowing to a reduction of 75% TD 0-6 Printing for Clerk of Council (6,000) TD 0-6 HR Management Services (15,000) TD 0-6 $200,000 for milling and paving to replace lost VDOT - DB Revenue Sharing 3-3 50,000 (428,652) Capital Improvement Program Move to Ida Lee, small footprint, at the current budget DB 1-5 - - - - ---- -- 3 I P a g e Council Work Session April 11, 2016 Move to Ida Lee, at 12k sp ft. and $50,000 additional DB funding 2-4 Gravel Lot with $150,000 additional funding DB 4-2 No skatepark DB 3-3 Move to keep Skate Park at$545,000 total budget, with no additional Town funding Cap Water Feature at$300,000 IF Skate Park is moved, $100,000 should be sought/ no local funding Reduce Water Feature by $125,000 TD 1-5 Move Morven Park Road sidewalk to FY 2017 TD 1-5 2. Additions to Future Council Meetings Vice Mayor Burk requested a report and discussion from Chief Grigsby on how the police department handles domestic abuse cases. There was consensus to add this to a future agenda. Council Member Fox requested the town ask NVTA to add Rt. 15 North to the TransAction 2040 list so it will be eligible for funding. It was noted that Supervisor Higgins is working on this and will be reporting back on his efforts. Mayor Butler requested extending the Personal Property tax deadline by a week to May 13 due to the fact that the County changed their financial system and it has taken an extra week to get the data from them. There was consensus to add this to tomorrow night's agenda. On a motion by Council Member Gemmill, seconded by Council Member Fox, the meeting was adjou. ed at 9:48 p.m. , 411 ►�� `i r. Clerk of_ ou 20 1 6_tcwsmin0411 - - - - — — - 4 lPage