ALBEMARLE COUNTY. Strategic Investment & Transformation that Reshape Our Future FY18. April 18, 2017 Work Session 6

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1 ALBEMARLE COUNTY Strategic Investment & Transformation that Reshape Our Future FY18 April 18, 2017 Work Session 6

2 Schedule July 1 Today April 18 Continue Fire Rescue Services Fund Discussion May 15 Tax Rate Public Hearing Set Tax Rate and Approve Budget Resolution of Appropriations FY 18 begins

3 3 DESIRED OUTCOME: BOARD DISCUSSION, APPROVAL OF ANY BUDGETARY ADJUSTMENTS AND ESTABLISHMENT OF DUE DATE FOR 2017 TAXES Agenda: Board Discussion Establish the due date for First Half of CY 2017 taxes Volunteer Fire Rescue: Fleet expenditures for FY 15, FY 16, and FY 17 Projected FY 18 Volunteer Fire Rescue Funding Consideration of JAUNT s Request for additional funding due to anticipated State funding shortfall Next Steps - May 15 th

4 BOARD DISCUSSION ESTABLISH THE DUE DATE FOR FIRST HALF OF CY 2017 TAXES

5 ESTABLISH THE DUE DATE FOR FIRST HALF OF CY 2017 TAXES Staff recommends extending the date that taxes are due from June 5 to June 15 for the first half of CY 2017 Taxes June 15 is the same date that the Business Professional and Occupational License taxes are due Finance would send the bills out on May 16 This will provide property owners with ~ 30 days time between when bills are sent and when the tax bills are due; legal requirement is 14 days This will have no material impact for the County s cash flow If the Board approves this change in the due date, a formal resolution will be provided to the Board for the Board s approval on May 3, 2017.

6 TAX DUE DATE COMMUNICATION PLAN This one-time date change would be prominently noted on the tax bill and on the envelope. The Finance Department s front line staff will all be aware of this change and the Finance telephone greeting will be updated to reflect the new date. A display ad will be published in the local newspaper noting the change. A press release will be provided to the local media. The date would be prominently displayed on the County s website, Finance s website, social media, and A-mail. Mortgage companies will be notified. An announcement with the new date will be displayed in public spaces and at County government department front desks in COB McIntire and 5 th Street.

7 FY 18 PROPOSED BUDGET SYSTEM-WIDE FLEET MANAGEMENT Included in FY 18 Proposed Budget: FEMS Board supportive of concept and will partner in implementation Contributions to stations for fleet repair and maintenance expenses will be consolidated into one budget $108k increase for new position Will perform essential preventative maintenance and coordinate repairs, & contractual services Recommended to begin in FY 17 after the FY 18 Budget is adopted to ensure effective transition on July 1 $125k contingency for major unanticipated fleet repairs Intended Outcomes: Address the trend of significant increases in vehicle repair and maintenance costs Ensure preventative maintenance for optimal lifecycle and avoiding major repairs For these costs, reduces reliance on volunteer donations and reserves Increases support to volunteers to manage fleet

8 VOLUNTEER FIRE RESCUE: FLEET EXPENDITURES FOR FY 15, FY 16, AND FY 17 PROJECTED FY 15 Volunteers fleet repair and maintenance requests were 100% funded Reported actual vehicle and repair expenses were about $143k more than requested/funded for 8 stations FY16 Volunteers fleet repair and maintenance requests were 100% funded Reported actual vehicle and repair expenses were about $114k more than requested/funded for 7 stations FY 17 Volunteers fleet repair and maintenance requests were 79% funded Volunteer stations were asked last week to provide projected FY 17 fleet maintenance and repair expenses 7 out of 10 stations have responded with projections Volunteers projected fleet repair and maintenance expenses are estimated to be $125k more than funded for 5 stations

9 FLEET REPAIR FUNDING IS ALSO INCLUDED IN CAPITAL BUDGET The FY 17 Capital Program balance at the end of April is estimated to be $99K in an Apparatus Contingency. An additional $50K is included in the FY 18 Budget. These funds are currently available to support costs associated with: 1) apparatus purchase cost increases that exceed estimates and 2) for large unplanned apparatus repairs that render Fire Rescue apparatus inoperable. East Rivanna FY 15 FY 16 FY 17 $2,800 North Garden Earlysville $21,700 $13,000 Seminole Trail $27,300

10 VOLUNTEER FIRE RESCUE: FLEET EXPENDITURES FOR FY 15, FY 16, AND FY 17 PROJECTED Recommendation for consideration, if the Board desires to provide additional funding for actual fleet repair and maintenance expenditures greater than County funding FY 17 Projected Provide funding from projected available savings in the FY 17 Fire Rescue Services Fund that can be reallocated for currently projected expenses FY 15 and FY 16 Provide funding from County s FY 17 year-end funds (revenues over expenditures), if available, after completion of the County s audit in November 2017

11 VOLUNTEER FIRE RESCUE: FLEET EXPENDITURES FOR FY 15, FY 16, AND FY 17 PROJECTED Board Discussion

12 FY18 VOLUNTEER FIRE RESCUE FUNDING Station FY 17 Adopt FY 18 Request FY 18 Proposed $ Change (Proposed Adopt) % Change (Proposed Adopt) Unfunded Requests by Category Grounds & Janitorial One-time Operating CARS CARS 116, , , % ,170 Crozet 130, , ,678 15, % 10,800 85,800 9,588 - Earlysville 78, ,119 91,566 13, % - 485, East Rivanna 137, , ,456 2, % 7,800 40, North Garden 82, ,531 94,131 11, % 4,700 75, Scottsville Fire 131, , ,605 11, % - - 6,547 - Scottsville Rescue 129, , , % ,133 - Seminole Trail 184, , ,313 10, % 5,600 15,500 25,625 - Stony Point 109, , ,929 3, % 7, WARS 199, , ,700 38, % 4,000 41,000 31,700 - Total 1,299,132 2,965,751 1,405, , % 39, ,553 83, ,170

13 FY18 VOLUNTEER FIRE RESCUE FUNDING Grounds & Janitorial, $39,900 Pursuant to the County s current volunteer funding policy Policy to be discussed by the Fire & EMS Board followed by the Board of Supervisors in summer 2017 If policy is changed after Board of Supervisors review, these FY 18 costs could be funded from the Reserve in Fire Rescue Services Fund One-time, $743,553 Many requests are capital in nature, which will also be discussed by the Fire & EMS Board followed by the Board of Supervisors in summer 2017 Operating, $83,593 Expenses that exceeded formula allocations for costs (such as uniforms, training, and meals for duty crews) or that significantly exceeded recent expenditure trends CARS, $694,170 includes: $486,118 in expenditures that are attributable to the City of Charlottesville based on call volume $208,052 in one-time costs, a portion of which would also be attributable to the City.

14 JAUNT REQUEST

15 JAUNT REQUEST Karen Davis from JAUNT provided letter to County dated April 12, 2017 At time JAUNT had submitted request to County, JAUNT estimated receiving $999,000 in state funding End of March, JAUNT notified it would only receive $940,959 in state funding, a $58,041 decrease Funding decrease anticipated to have negative budget impact on transit services provided to Charlottesville and Albemarle Projected budget impact for the County would be $24,951 for FY 18 The City has included JAUNT s request for their portion of the additional funding in their FY 18 budget

16 BOARD DIRECTION Provide any further direction on any budgetary changes, if any, based on today s work session

17 Schedule July 1 May 15 FY 18 begins April 18 Tax Rate Public Hearing Set Tax Rate Continue Fire Rescue Services Fund Discussion Approve Budget Resolution of Appropriations