April 10, 2019 at a Budget Workshop Meeting of the Southampton County

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April 10, 2019

At a budget workshop meeting of the Southampton County Board of Supervisors held in the Board room of the Southampton County Office Center, 26022 Administration Drive, Courtland, Virginia on April 10, 2019.

SUPERVISORS PRESENT Ronald M. West, Vice Chairman (Berlin-Ivor) Dr. Alan W. Edwards (Jerusalem) Carl J. Faison (Boykins-Branchville) S. Bruce Phillips (Capron) Barry T. Porter (Franklin) R. Randolph Cook (Newsoms)

SUPERVISORS ABSENT Dallas O. Jones, Chairman (Drewryville)

OTHERS PRESENT Michael W. Johnson, County Administrator (Clerk) Lynette C. Lowe, Deputy County Administrator/Chief Financial Officer Richard E. Railey, County Attorney

Vice-Chairman Ronnie West states it is 6:30pm and I would like to call this budget workshop meeting to order. I will now ask everyone to rise for the Pledge of Allegiance. The Pledge of Allegiance was recited. Vice-Chairman West states that Chairman Jones was out with surgery, asks for prayers for recovery. Vice-Chairman West states good evening. The first speaker is Lorraine Green Whitehead.

Smart Beginnings – representative Lorraine Green Whitehead, Executive Director. Mrs. Whitehead thanks the Board for support of the program which has allowed Smart Beginnings to provide significant change in the early childhood experiences of at-risk children, providing them with a greater possibility for a better life. Mrs. Whitehead provided a brief synopsis of what services the program provides including: x Workshop materials for early childcare providers; x Provide resources for skills development in areas; x Assist at child care centers to maintain licensure and the Virginia quality ratings; x Developing data capacity action plans that will identify which children are not ready for kindergarten according to assessment; x Host and facilitate the Western Tidewater childhood collaboration which builds a system of services and resources making them more available to meet the needs of families. These members include the school system, the health department, DSS, the Children’s Center, Headstart, home visiting health services, local hospitals, YMCA and library; x Smart Beginnings is a sleep-tight Hampton Roads crib distributor, providing cribs and safe sleep information to mothers with limited resources;

Mrs. Whitehead concludes by asking for the Board’s continuing support in order to help raise our children up out of poverty into college and career readiness.

Vice-Chairman West asks the Board for questions or comments. There being none, he thanks Mrs. Whitehead for her presentation and expresses appreciation from the Board for what she does through Smart Beginnings.

The next speaker is Phillip Bradshaw.

Paul D. Camp Community College – Philip Bradshaw, CFO (speaking in the absence of President Lufkin). Mr. Bradshaw indicates that the request this year is the same as last year (as promised). He shares the following about PDCCC: x PDCCC is one of the few community colleges (out of 23 in the state of Virginia) that has had an increase in enrollment. He adds that one of the biggest areas of enrollment is dual- enrollment with Southampton High School being one of the strongest high schools with dual enrollment in the college system, leading to students that will graduate from college

April 10, 2019

before graduating from high school; which is a tremendous amount of financial savings for parents; x A food pantry has been set up at both campuses and the center in Smithfield because students are coming into the campus without food and are mal-nourished; x PDCCC is working with the Port of Virginia to provide training for individuals to work in warehouses. This program will kick-off in the next couple of months; x Work-Force Center has increased the number of programs and certifications that it provides based on workforce in our service region; x PDCCC’s athletic program is growing and is in the second year of baseball. The games have at times been attended by over 400 people. PDCCC’s softball and baseball teams have been so successful this year that they will probably make regional playoffs; x PDCCC has upgraded the City owned Armory Field (where the softball team plays) and paid for all upgrades including pushing the fence back all the way to the sidewalk and raised up. These upgrades were made through donations; x PDCCC has hired local resident Clay Hyatt to run the newly started men’s and women’s soccer program which will add at least 15-20 additional students on campus. The soccer games are expected to begin this fall. Mr. Hyatt also serves as the student activities coordinator; x According to a recent economic analysis of the impact to athletics for our region, over $700,000 a year is being generated.

Mr. Bradshaw concludes that Paul D. Camp College is growing and appreciates the County’s support. He reminds the Board that the college cannot use state fund tuition for anything five feet from the building and beyond. This includes no parking lot repairs, lights, trees, grass-cutting, etc. These funds must be local and/or donations.

Vice-Chairman West asks the Board for questions.

Mr. Porter questions when the golf program would begin at the college.

Mr. Bradshaw answers that is under consideration. Mr. Porter adds that PDCCC has contracted with the Country Club for access with no charge at the course. He further adds that the college is looking at cross-country and tennis as well. The goal is to add a program each year as long as the funding is available.

The next speaker is Bob Hayes.

Western Tidewater Free Clinic – Bob Hayes, Board Member, thanks the Board for the opportunity to speak for consideration of the Western Tidewater 2019-2020 fiscal year funding request of $40,170. He continues the clinic is grateful for the funding that Southampton County has given since 2007 in a total amount of $104,250. Mr. Hayes shares some of the services the clinic has provided over the last twelve years: x Care to over 5500 unduplicated patients through more than 155,000 on-site visits since 2007. The services provided are medical, dental, women’s health, pharmacy, vision and mental health; x Patients have received over 250,000 free medications worth 47.2 million dollars; x 52% of patients are from Suffolk, 23% from Isle of Wight, 10% from Southampton County and 11% from Franklin; x The clinic served 1627 patients through 19,000 visits in 2018. This included 590 dental patients; x 6% of patients have an income at or below 100 percent poverty level; x Medication provided last year was valued at 8.6 million dollars. Free; x Volunteers help the clinic control operating cost donating over 8900 hours equivalent to 4.3 full-time employees; x Southampton resident Dr. Sharon Sheffield serves on the Board of Directors and volunteers one evening a month providing medical services; x Donations of $858 was given by five Southampton County residents;

April 10, 2019

x In 2018, the clinic served 168 Southampton County residents as patients, visiting for services over 2000 times. This included 62 dental patients. This represents 10.5% of the total dental patients seen at the clinic. The cost of care averaged about $1200 per patient/per year; x In 2019, the operating budget for the clinic will be $1.9 million dollars;

Mr. Hayes states that because the clinic is a long way from Southampton County, a representative comes to the Franklin Cooperative Ministry building in Franklin twice a month to interview future patients on eligibility or re-interview them if a repeater.

Mr. Hayes summarizes by asking the Board to remember that the cost is $1200 per year per patient and that the clinic served 168 patients last year from Southampton County and expects to serve the same number or more this year at a cost of $201,000 to provide services for those patients.

Mr. Hayes again made the request for $40,170 which is 10.3% of the amount being asked from all the municipalities. He concludes that for every dollar donated to the clinic, the clinic provides $6 worth of services.

Mr. Hayes again thanks the Board for the money provided over the years and adds that he hopes the Board will continue.

Mr. Hayes made himself available for questions.

Vice-Chairman West asks the Board if there were questions.

The next speaker is Steve Zollos.

Senior Services, Steve Zollos, CEO for Senior Services of Southeastern Virginia states that this is a one stop resource for services for seniors. Mr. Zollos states that they service all the jurisdictions from Norfolk to Isle of Wight, Southampton and Franklin.

Mr. Zollos states that Senior Services is requesting $10,545 in matching funds this year, $6960 of which will be used for direct services and $3585 for I-Ride services. Mr. Zollos offers an explanation of the services that Senior Services provides: x I-Ride provides transportation to primarily seniors, persons with disabilities and veterans. Anticipates 530 seniors and persons with disabilities and care-givers with 18,000 plus units of service this coming year; x Farmers Market vouchers which provides needing seniors with $40 checkbooks for fresh produce from local farmers; x Benefits counseling for benefits such as Medicare; x Care Transitions for persons leaving the hospital coming home, the goal being to lower the re-admissions rate which is typically about 18 and 20% for seniors being re-admitted within thirty days. As a result of this program, this rate is lowered to 7 or 8%;

Mr. Zollos states that the funds requested last year have been fully utilized already. He states that as for return on investment, the total value of the project for Southampton is $264,274, which is a significant return on investment.

Mr. Zollos concludes that our health revolves around the kitchen table and Senior Services works diligently to allow seniors, veterans and those with disabilities to live with dignity and choice in their homes for as long as possible. He reiterates that he hopes the Board will consider their request.

Mr. Zollos addresses questions.

Vice-Chairman asks the Board for questions. The Board has none.

The next speaker is Jenny Bakos.

Blackwater Regional Library, Jenny Bakos, Director, thanks the Board for its consistent financial support of Blackwater Regional Library through the years. She states that it is because of

April 10, 2019 this support, the library staff is able to provide essential resources that are accessible to all community members regardless of income. She continues that BRL is working hard to conform to the changing needs of Southampton County by offering the following: x Educational and recreational programs for kids to adults; x Renting out the Internet to take home, x Provide resources for starting a book club, provide books for schools and daycares;

Ms. Bakos states that the return on investment statement shows that every tax dollar spent at BRL provides our locality with a $4.35 return which is a 335% yield on the initial investment which proves the point that investing money in public libraries is a wise financial move.

Ms. Bakos concludes by thanking the Board for its continuing support which really does help Southampton County.

Vice-Chairman asks the Board for questions.

Mr. Phillips questions how many nights per week the library is able to stay open.

Ms. Bakos answers that in Southampton County, the library is open only one night per week.

The next speaker is Eric Cooke.

Commonwealth Attorney, Eric Cooke, thanks the Board for having him here. He states that his office has had a successful 2018 with a lot of challenges and difficult cases. He further states that he has had a stable staff this year, including Chris Bell who has been granted the career prosecutor status by the state which does include a pay increase. He also mentions Mr. Stoddard who has been with the office for four years as well as Deputy Toni Colvin who has been with the office for ten years and Office Manager Ms. Fletcher and Kate Kitchen, Admin Staff. He adds that the one change this year has been the addition of full-timer Candice Midyett as a result of grant funding.

Mr. Cooke shares that currently there are three on-going murder prosecutions that are active and three more standing by depending on when those investigations are completed as well as hundreds of general district court cases going at any given time and circuit court which encompasses traffic cases all the way to rapes, robberies and burglaries and murder.

Mr. Cooke states that his budget request does not include is a request for the locality to fund the additional attorney, mainly because there is no room in the Courthouse for an additional attorney. He continues this is because next year the Board will be asked to fund an additional attorney. He further continues that House Bill 1700 has been approved and requires localities to fund an additional Commonwealth Attorney for every 75 body worn cameras. He shares that body worn cameras require 3-4 hours for processing which has to be watched, copied and provided to defense attorneys. Staffing standards on the state level will be watched more closely with the idea the body worn cameras will be fully funded.

Mr. Cooke states that he is aware that the courthouse issue is occupying a tremendous amount of the Board’s time and energy. He urges the Board to keep pressing on and to do what is right and do it with expediency so that we can move forward. He adds that he is hopeful that by this time next year, we can have something solidified about where his office will be. He continues that as it sits right now there is a problem with mold growing in carpet and the law books and a study done showed that there is a higher than healthy amount of mold in the building, even with windows open. He re-iterates that their space needs to be addressed as well as security issues.

Mr. Cooke again thanks the Board for all that they do. He made himself available for questions.

Vice-Chairman West complimented the legacy of Richard (Dick) Grizzard and states that he often hears the compliment of how Mr. Cooke is carrying on the legacy.

Vice-Chairman West asked if there were any questions.

The next speaker is Carl Garner.

Fire and Rescue, Carl Gardner, President of Southampton County Fire and Rescue Association and chief of the Fire Department, thanks the Board for support over the years. He states that

April 10, 2019 volunteers of this county have saved the county over 20 million dollars a year which is $1.20 of the tax rate. He states that he is requesting a 5% increase this year in general fund for operating cost for all nine fire departments and four rescue squads which equals to $19,000, which is a drop in the budget. He states that the biggest request this year has been to get the additional ALS coverage to supplement the volunteers on a 24-7 basis. He continues that we have been picking away at this for the last few years and the volunteers have done everything in their power to try to supplement and keep the calls answered and it’s getting harder and harder. He states that 51% of the addresses in Southampton County have 24-7 ALS and BLS coverage and 49% don’t, depending on the volunteers and the 49% deserve it the same as the 51%. He continues that they have been asking and asking for the last ten years and the situation is getting crucial so we are asking again this year.

Mr. Garner states that we have requested $439,000 for additional ALS coverage for seven nights per week; however we will still have to supplement with volunteers. He continues that he was only budgeted $337,406. Mr. Garner states that he does have a solution to the problem. He states that currently the budget is 972,936 over what it was last year which equates to a 4 cent tax increase. He states that we are asking to include an additional $102,411 to the increase which will total one million seventy-five dollars three hundred forty-seven which equates to 6.5 cents. He continues that what he would like to suggest is looking at the budget hard. He states that taxpayers supplement a little over half a million dollars to the operating expense of the water/sewer system. He states that half of that money it comes from taxpayers in the County that have nothing to do with water and sewer, it’s only a small percentage of the people that are covered under water and sewer in the County yet all the taxpayers are paying. He states that his suggestion would be looking at raising the water rates which hasn’t been done since 2017. He states that if his math is correct, if the water rate is raised to $3 per month and the sewer rate to $5 per month you can generate about $160,000 to add to that and to save a little face take the $15,000 that was to be given to the County Club and add to that it will total $175,488. He continues that his other suggestion is to take 3 cent out of the reserve and a 2 cent tax increase and figure out where to cut the other 81,000.

Mr. Garner concludes that the bottom line is that we need this EMS coverage because the people in this community and county deserve the same service and coverage that every other taxpayer gets. He states that the volunteers are struggling and struggling to provide that service and we need your help. He states the time has come to either bite the bullet or move forward and make something happen but regardless the volunteers are still going to be here for the community because we love this county and this community.

Vice-Chairman West asked if there were questions.

The next speaker is Dr. Gwendolyn Shannon.

Southampton County Public Schools, Dr. Gwendolyn Shannon, Superintendent, thanks the County Administrator Mike Johnson and the Assistant County Administrator Lynette Lowe as well as the Board of Supervisors for the wonderful working relationship that we have. She states that it is because of the Board and the resources that you all give that we have been able to provide a world-class education for the students of Southampton County. Dr. Shannon states that she also wants to express gratitude to Mr. Bradshaw from PDCCC who was very gracious with his words and she states that we do have a powerful partnership with PDCCC with the dual enrollment-dual credit program.

Dr. Shannon states that she is here tonight to present the proposed operating budget and starts with the budget presentation outline starting with goals/facts and accomplishments, budget process, revenues and expenditures. Dr. Shannon states the vision is that all students will be successful productive lifelong learners in an ever-changing world. She states that our mission at SCPS is:

x That through the combined efforts of students, staff and the community, we will ensure a quality education in a safe environment that will prepare students to be successful learners and productive citizens in an ever-changing society; x Expand learning opportunities and to increase student achievement; x Ensure a safe and healthy school culture and climate; x Expand professional training and employee retention; x Expand community and parental partnerships;

April 10, 2019

x Expand capital improvements and acquisition of more external fiscal resources.

Dr. Shannon states some facts regarding SCPS students: x 51% of students are males; x 49% female; x 53% white; x 42% black; x 2% Hispanic; x less than 1% Asian; x 2% other; x 13% receive special education services; x 52% receive free or reduced lunch; x 9% are in the gifted education program x 200 teachers – 25% of teachers hold advance degrees x 21 administrators x 225 support staff x teacher experience averages 11.5 years x One national board certified teacher x 69% of teaches and staff reside in Southampton County x All SCPS are fully accredited x SCPS exceeds state of Virginia in all areas of testing x 25 cars transport students to SHS; 23 cars traveling to Riverdale; 16 cars traveling to Nott0way; 2 cars traveling to Capron, 13 traveling to Meherrin; 8 traveling to Petersburg, 5 traveling to Chesapeake; 5 cars traveling to JFk; one traveling to Kings Fork and 2 cars traveling to Windsor High School and 10 cars being serviced for regular education making a total of 36 cars, 4 vans and 5 buses; x CNA program has been added to curriculum this year at the high school and is accredited by the Virginia Department of Education and the State Board of Nursing. Hoping to expand to LPN; x Elementary school students are learning robotics; x Coding classes are being offered to Middle School students; x SCPS teachers have been invited to join by invitation only the League of Innovative Schools; x 103 students in 2016-17 enrolled in dual enrollment; 150 students currently enrolled in dual enrollment; x All 13 slots for Governor’s school are filled; x Will be starting an apprenticeship program with Cover3;

Dr. Shannon states the following about the budget process. She states that the principals submit the budget to the superintendent after which the superintendent reviews the budget with the budget committee. After this, Joy Carr, Director of Finance, and I sit down and review to determine what is realistic considering the limited amount of resources available. A meeting is subsequently scheduled with the school board and once the school board approves the budget it is then adopted.

Dr. Shannon states that the state of Virginia does have certain requirements but many of those requirements are very minimal. She states that if we only did what was required and only what was funded by the state of Virginia, we would have a bare bones operation when it comes to education. She states that one of the things that Southampton County is known for is exceeding and our schools and our community demand that we provide resources that are above and beyond what the state requires. She states that what that means is that we must have additional administrators, additional para-professionals in order to meet the needs of our students. She states that currently there are school resource officers in the schools and this year we are asking for a school security officer. She states that the schools employ speech therapist and psychologist and there is a need for bus aides because of some issues with transportation. She also states that they are expected to provide at a minimum some type of dental and health plan for staffers.

April 10, 2019

Dr. Shannon states that looking at revenues, comparing the current budget to the proposed budget, there is a difference in sales tax of $148,492, in state funds a difference of $762,466, from the Board of Supervisors funds we are requesting (in addition to) 1,485,158, federal funds $107,764 for a total of $2,503,880.

Dr. Shannon states that some of the major budget influences are the necessary enhancements that need to be made to the transportation department and the significant mandatory increases in health insurance. She states that there has been a cost of living increase every year (including a 2% last year- a 3% is being requested for this year) since 2014 and one is proposed through 2020 with the exception of 2018. She states that of the increase, $2000 will be used for teacher assistants and $1000 increase for bus/car drivers. She states that the budget priorities are enhancement to our transportation program and is requesting bus aides because of over-crowding on buses and also requesting a logistics and routing clerk that will help with the new routing software. She states that funds are being requested to replace additional personnel that was lost due to budget cuts, additional para-professionals to help teachers, one special education teacher, two guidance counselors, four content area specialists, an administrative assistant at Riverdale, one para- professional per school and a psychologist.

Dr. Shannon concludes that the ultimate goal at SCPS is to provide a quality education and a safe environment so that we can have successful learners and create productive citizens in this ever changing society.

Dr. Shannon thanks the Board for this opportunity to serve as superintendent for such a wonderful school division and thanks the Board for all they do for Southampton County.

Dr. Shannon made herself available for questions.

April 10, 2019

Vice-Chairman West asks the Board if there were any questions. He also asks if there were any other departments needing to make comments.

There being none, Vice-Chairman West states that the Board has been reviewing the initial draft budget provided by Mr. Johnson and Mrs. Lowe for a couple of weeks. He states that the Board has been able to access what is available money-wise next year and know how it affects you.

He states that the Board is in the process of looking at the budget further and coming back with some figures. He states that shaving a little off here and there doesn’t really make a difference since it takes $162,000 to make one penny difference.

Vice-Chairman West questions Mr. Johnson about what he would like to hear from the Board tonight.

County Administrator Johnson states that what was distributed last week is what is called the initial draft budget which recognizes that this is a work in progress. He states that he would like to take a minute to speak specifically to the items addressed by the eight speakers tonight so that everyone has a clear understanding. He responds as follows:

April 10, 2019

Smart Beginnings Requested $25,000 Draft budget includes $25,000

Paul D. Camp Community College Requested $21,209 Draft budget includes $21,209

Western Tidewater Free Clinic Requested $40,170 Draft budget includes $22,000

Senior Services Requested $10,545 Draft budget includes $9,900

Blackwater Regional Library Requested $273,391 Draft budget includes $273,391

Commonwealth Attorney Requested $648,832 Draft budget includes $648,832 County Administrator Johnson states that in the interest of full disclosure, of the Commonwealth’s Attorney budget of $648,832 total operating budget, $437,375 comes from the Commonwealth of Virginia which means that the Commonwealth funds about 67.4% of the Commonwealth’s Attorney operating budget. In terms of local money, its only $211, 457.

Southampton County Public Schools Requested an additional $1,485,158 (local dollars) Currently included in the draft budget is $543,622 additional local dollars, leaving them $941,536 short of their request

Fire and Rescue Fire is fully funded On the EMS side, they requested $2,256,444 to get seven nights’ coverage of ALs Currently included is $2,154,032 which is $102,000 short of the request

County Administrator Johnson states that Mr. Garner is right in that you get much better value for the extra $102,000 which gives you the cost of three nights where we are only getting one night.

Vice-Chairman West asks if there are more comments or questions.

Mr. Faison states that the amount of work done every year is great and it would be good if we could fund everyone but we live in a county that doesn’t have that kind of money. He states that he wants to look and think on this one more week.

Mr. Cooke asks if $100,000 will add all three nights to the Fire and Rescue.

Mr. Garner answers, with that we will get all three nights.

Vice-Chairman West asked the feeling of the volunteers.

Mr. Garner stated that they are doing everything they can; however, people now don’t have the same devotion and passion as before and the demands on personal life for a volunteer are so much greater in that it takes two people to make an income and also when there is free time, you want to spend it with your family. He states that he is getting older and not able to stay up all night running calls.

April 10, 2019

Vice-Chairman West stated that $102,000 seems to be well-spent money. He asks County Administrator Johnson to dig deeper to look for the money.

Mr. Phillips asks Mr. Garner to explain the difference in being in the 49% as opposed to the 51%.

Mr. Garner says that right now, Courtland Rescue is 24-7 paid with two people. He states that some parts of Southampton County are covered by the City of Franklin which is 24-7 paid with two people. This makes 51% area their response area leaving the other 49% falling into the Ivor, Capron, Boykins where there are two people during the day from 6-6 and only have additional coverage for three nights now all the way through. He states that the $102,000 is only half a crew and we will still have to supplement that with volunteers but we feel it is a lot easier to do that than to provide two, if not you can get the ALS provider on scene to perform patient care while the zone car comes from Courtland. He states that twenty minutes is the minimum time it takes for a medic to get from Courtland to Ivor, some places as much as twenty-five minutes. He states that some areas in Capron and Boykins are not quite as far but some places are farther and if a person is having a heart attack having to wait twenty-five minutes could make the difference between life and death. He states that having at least that one person there can allow him to get on scene and provide care. He states that it is not fair to the taxpayers in the County to get one level of service and the others not. He states that the last thing that the County needs is someone losing their life because of a delayed response, if this happens, the County will be at fault.

Mr. Edwards questions if the problems with re-imbursement still remains.

Mr. Garner answered yes.

Mr. Porter states that we need to try to find a way to do the funding even if it means a 4.5 cents tax increase or consider looking at reserve. He states that everyone deserves coverage.

Mr. Faison agrees.

Mr. Edwards states that the major function is schools and public safety. He states that he would like to go back and look at the budget and find the $102,000.

County Administrator Johnson stated that we don’t want to use reserve funds for recurring expenditures.

Mr. Porter states that we are looking at the small amount we are dipping into the reserve as our contingency but he would rather do that than have the taxpayers pay an additional half a cent. He agrees that the Board needs to meet next week after trying to massage the budget.

Mr. Edwards questions if everyone seems in favor of taking out of the budget as opposed to raising taxes. He adds that he is not comfortable with taking $100,000 out of the reserve.

Mr. Phillips states that $56,000 is allocated in the budget to install a solid waste refuse. He states that is something that can be looked at as a savings.

County Administrator Johnson states that the 56,000 allows the installation of a compactor at the Sebrell site which our Public Works department can handle as opposed to having a contractor haul the recycle to the Peninsula every time it’s full.

The Board of Supervisor agreed unanimously to meet again on Wednesday, April 17, 2019 to further discuss the budget.

There being no further business for tonight, the meeting adjourned at 8:00pm.

April 10, 2019

______Ronald M. West, Vice Chairman

______Michael W. Johnson, Clerk

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