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Adjourned Meeting
May 9, 2000
7:00 p.m.
Meeting Convened. An Adjourned Meeting of the York County Board of
Supervisors was called to order at 6:32 p.m., Tuesday, May 9, 2000, in
the East Room, York Hall, by Vice Chairman James S. Burgett.
Attendance. The following members of the Board of Supervisors were
present: Sheila S. Noll, Donald E. Wiggins, James S. Burgett, and
Melanie L. Rapp.
Walter C. Zaremba was absent.
Also in attendance were Daniel M. Stuck, County Administrator; and
James E. Barnett, County Attorney.
WORK SESSION
TOURISM FUND ALLOCATIONS
Mr. Stuck noted there was no set time schedule for the Board to
allocate funds from the Tourism Fund. Staff collects requests; and when
there is a sufficient group of requests, they are provided to the Board
for consideration. He stated this happens about twice a year, and he
explained the way the funds are handled in the budget through the
Tourism Fund. He also spoke of the determination of the previous Board
to place 90 percent of the funds toward Yorktown projects, but noted
that it was not a written policy. He stated the total in the current
projected allocations going to Yorktown projects is about 80 percent.
The Board of Supervisors discussed the current requests received for
allocation of the lodging tax revenues and made the following
allocations:
· Celebrate Yorktown Committee-Symphony Concert Support $ 3,000
· Relax and Ride Tourist Shuttle 48,000
The Board members agreed that in the future the private sector needed
to take an active financial support role in the tourist shuttle.
· Jamestown-Yorktown Foundation Exhibit Support 20,000
· Watermen's Museum 30,000
During discussion on the three requests of the Watermen's Museum for
an operations grant, a matching funds capital grant, and reimbursement
for construction losses, the Board agreed that the sum would not be a
matching grant but would be an outright donation to address all
requests.
· York County Sheriff's Department-Bike Patrol Overtime Costs 2,500
· Williamsburg Area Convention and Visitors Bureau 148,200
Mr. J. Mark Carter, Assistant to the County Administrator, then
explained two other requests that had just been received from the
Celebrate Yorktown Committee and the DAR.
Vice Chairman Burgett indicated he would prefer to give these
requests some further thought before making a final decision.
PROPOSED IMPLEMENTATION STRATEGIES FOR BOARD GOALS
Mr. Stuck noted the staff had provided the Board members with a draft
of some implementation strategies developed for the goals set by the
Board of Supervisors back in February. Staff has tried to take the
Board's goal statements and come up with some approaches to use to
implement each goal, and the Board was asked to provide feedback as to
whether or not the strategies are acceptable.
Vice Chairman Burgett indicated he liked the draft strategies because
they generate a lot of ideas and discussion, and he felt it was a very
good start to the process.
Mrs. Noll stated she liked the idea of establishing a Citizens
Institute. She then noted that the Constitutional Officers had been left
off of Goal 2B.
After reviewing the entire implementation strategies document, the
Board agreed that the document should be placed in final form.
Mr. Wiggins noted that the Board will have done a lot if it
accomplishes the strategies included in the draft document.
Miss Rapp indicated her agreement, stating she liked the layout of
the report and she appreciated the information provided to the Board.
Mr. Stuck stated staff would prepare a final document and send the
Board copies as soon as possible.
PURCHASE OF A TIME AND ATTENDANCE SYSTEM. (Not on Agenda)
Mr. Stuck indicated he had sent the Board members a memorandum
regarding a time and attendance system that staff was recommending for
purchase by the County. He stated Mr. McReynolds had informed him a
couple of weeks ago that the School Board was purchasing the system. The
County has had a pilot time and attendance program ongoing in one of its
divisions for a brief period of time, and the potential for savings is
great. He stated Mr. McReynolds has been pricing these types of systems
for quite some time, but has felt they were too expensive in comparison
with other needs in the Capital Improvements Program. The firm selected
does not have an integrated government operation, and is interested in
doing the entire integrated system in York County and using it as a
model. The company has offered a price that is about one-half of what it
would otherwise be. Mr. Stuck stated he realized this proposal has not
been in the Capital Improvements Program, but it was an opportunity that
has very large productivity savings attached to it.
Discussion followed on the County's current time and attendance
keeping system.
Vice Chairman Burgett asked what the difference was between the
vehicle maintenance employee in the school system and the County's
vehicle maintenance employee. He asked why the County couldn't use what
the school system was purchasing.
Mr. Stuck stated there was no difference in accounting for time for
both positions, but explained that the County, like the School Board,
would have to be licensed to use the software. About $50,000 of the
$115,000 would be for necessary equipment, and the rest would be for the
use of the company's software as well as maintenance of the system.
Miss Rapp asked how many employees the system would support.
Mr. James O. McReynolds, Director of Financial and Management
Services, stated it would support 2000 employees between the County and
the School Division.
Miss Rapp asked what the next level would be.
Mr. McReynolds indicated it was 2500 employees, but he did not know
what the fee would be at that level.
Miss Rapp asked if the School Division upgraded would it have to pay
for the next level.
Mr. McReynolds explained the structure of the agreement was for two
stand-alone systems combined into one. The School Division would take
care of any increase it would need, and the County would be responsible
for its increase.
Mr. Stuck indicated it would cost about $200 per employee to
implement, which amounts to about $20 per year per employee over 10
years. He stated all that would be needed to break even would be to save
5 minutes per pay period per employee. Mr. Stuck stated he felt this was
a long-term investment to keep productivity up.
Mr. Wiggins stated he would like to have more time to think about the
proposal.
Mr. Stuck expressed the need to place this proposal on the May 16
agenda for a decision because of the timeframe given by the vendor.
Mrs. Noll noted she would not be at the May 16 Regular Meeting, but
she would vote "Yes" on the proposal.
Miss Rapp stated she saw where this type of system would save the
County money in the long-run, but indicated the initial investment was
great.
Mr. Wiggins asked why the decision had to be made next week.
Mr. McReynolds indicated the vendor had a certain window of
opportunity to allocate resources, and they actually wanted a decision
several weeks ago. He indicated that perhaps the vendor would be willing
to take the County money whenever the County chose to give it, but he
guessed that after a certain period of time the offer would become less
firm. Mr. McReynolds stated he has been monitoring these types of
systems for 5-7 years, and the cost has been such that he hasn't felt,
given competing priorities, that this system should be at the top of the
priority list. The motivating factor at this time is the heavily reduced
cost which provides a unique opportunity.
Mr. Wiggins noted that Mr. Zaremba had not had a chance to hear the
particulars on this proposal, and he stated he would like to wait until
the entire Board could be present to consider it.
Mr. Stuck stated the School Board must go ahead in order to get their
system up and running for the next school year. He suggested that if the
Board was seriously considering such a system, that could be relayed to
the vendor, and staff could put the matter on the Board's agenda for the
first Regular Meeting in June for consideration.
Vice Chairman Burgett stated he felt that was the Board's consensus.
CLOSED MEETING. At 7:54 p.m. Vice Chairman Burgett moved that the
Board convene in a closed meeting pursuant to Sections 2.1-344(a)(5) of
the Code of Virginia pertaining to a prospective business or industry
where no previous announcement has been made, and 2.1-344(a)(7)
regarding consultation with legal counsel on a matter of actual
litigation.
On roll call the vote was:
Yea: (4) Noll, Wiggins, Rapp, Burgett
Nay: (0)
Meeting Reconvened. At 8:58 p.m. the meeting was reconvened in open
session by order of the Vice Chair.
Mrs. Noll moved the adoption of Resolution SR-1 that reads:
A RESOLUTION TO CERTIFY COMPLIANCE WITH THE FREEDOM OF INFORMATION
ACT REGARDING MEETING IN CLOSED SESSION
WHEREAS, the York County Board of Supervisors has convened a closed
meeting on this date pursuant to an affirmative recorded vote and in
accordance with the provisions of the Virginia Freedom of Information
Act; and
WHEREAS, Section 2.1-344.1 of the Code of Virginia requires a
certification by the York County Board of Supervisors that such closed
meeting was conducted in conformity with Virginia law;
NOW, THEREFORE, BE IT RESOLVED by the York County Board of
Supervisors this the 9th day of May, 2000, hereby certifies that, to the
best of each member's knowledge, (1) only public business matters
lawfully exempted from open meeting requirements by Virginia law were
discussed in the closed meeting to which this certification resolution
applies, and (2) only such public business matters as were identified in
the motion convening the closed meeting were heard, discussed, or
considered by the York County Board of Supervisors.
On roll call the vote was:
Yea: (4) Wiggins, Rapp, Noll, Burgett
Nay: (0)
Meeting Adjourned. At 8:59 p.m. Vice Chairman Burgett declared the
meeting adjourned sine die.
________________________________
________________________________
Daniel M. Stuck, Clerk
Walter C. Zaremba, Chairman
York County Board of Supervisors
York County Board of Supervisors
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