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Packet Page 1COUNTY OF LOUDOUNBOARD OF SUPERVISORSMarch 2, 2016BUDGET WORK SESSION PACKET March 2, 2016 Budget Work Session Agenda Upcoming FY 2017 Budget Worksession Topics Replacement Pages for Technical Corrections Board Questions Response Packet #1 – LCPS Questions Board Questions Response Packet #1 – County Operating Questions Budget Question Database as of 03/01/2016 Performance Measure Inventory
Packet Page 2FY 2017 Proposed BudgetLoudoun County Government Center, Board RoomWork Session AgendaMarch 2, 2016, 6:00 p.m. (Wednesday)1. Call to Order – Chair Randall, Loudoun County Board of Supervisors2. Staff Update – Erin McLellana. Worksession/Board Question Packetb. Toteboard and Worksession Processc. Budget Technical Corrections and Updates3. Update on State Budget – Charles Yudd(No Item in Packet)4. LCPS Operating Budget and CIPa. LCPS CIPb. LCPS Operating BudgetNext Budget Work Session: Monday, March 7, 2016 at 6:00 p.m.a) Proposed Budget (Page E-18)b) Recommended Budget (Pages E-24 through E-28)
Packet Page 3FY 2017 Budget Worksession TopicsTentative Worksession Agenda TopicsWednesday 3/2: Staff Updates Toteboard, other org matters, etc. LCPSMonday 3/7: Staff Updates Recommended Budgeto Planning & Zoning Recommended Budget: E‐25 Department Budget: 5‐24o Human Resources Recommended Budget: E‐24 Department Budget: 1‐42o Mental Health, Substance Abuse and Developmental Services Recommended Budget: E‐24; E‐25 Critical Needs: E‐34 Department Budget: 3‐26o Fire, Rescue and Emergency Management Recommended Budget: E‐24; E‐25 Critical Needs: E‐30; E‐31; E‐33 Department Budget: 2‐32o Information Technology Recommended Budget: E‐24; E‐26 Department Budget: 1‐48o Sheriff’s Office Recommended Budget: E‐24; E‐25; E‐27 Critical Needs: E‐31; E‐32; E‐33; E‐34 Department Budget: 2‐52Thursday 3/10: Staff Updates Recommended Budget (continued)o Department of Transportation and Capital Infrastructure Recommended Budget: E‐25 Critical Needs: E‐33 Department Budget: 5‐32o Family Services Recommended Budget: E‐26 Department Budget: 3‐10o General Services Recommended Budget: E‐26 Department Budget: 1‐34
Packet Page 4FY 2017 Budget Worksession TopicsooooTreasurer Recommended Budget: E‐27 Critical Needs: E‐35 Department Budget: 1‐66Library Services Recommended Budget: E‐27 Critical Needs: E‐35 Department Budget: 4‐2Animal Services Recommended Budget: E‐27 Department Budget: 2‐2Parks, Recreation and Community Services Recommended Budget: E‐28 Critical Needs: E‐33; E‐34 Department Budget: 4‐10Tuesday 3/15: Staff Updates CIP Recommended Budgeto Any overflow from previous session Critical Needso County Administration Critical Needs: E‐30; E‐33 Department Budget: 1‐10o Economic Development Critical Needs: E‐30 Department Budget: 5‐10o Community Corrections Critical Needs: E‐30 Department Budget: 2‐20o Management & Budget Critical Needs: E‐32; E‐34 Department Budget: 1‐58o Commissioner of the Revenue Critical Needs: E‐31; E‐35 Department Budget: 2‐10o Clerk of the Circuit Court Critical Needs: E‐34; E‐35 Department Budget: 2‐10o Courts Department Budget: 2‐26 Circuit Court General District Court
Packet Page 5FY 2017 Budget Worksession Topics Juvenile and Domestic Relations Court Critical Needs: E‐36Magistrates OfficeMonday 3/21: Staff updates LCPS Any overflow from previous session Other Departmentso Building & Development Department Budget: 5‐2o Commonwealth’s Attorney Department Budget: 2‐16o County Attorney Department Budget: 1‐18o Elections and Voter Registration Department Budget: 1‐22o Extension Services Department Budget: 3‐2o Finance & Procurement Department Budget: 1‐28o Health Services Department Budget: 3‐20o Juvenile Court Services Unit Department Budget: 2‐48o Mapping & Geographic Information Systems Department Budget: 5‐16 MiscellaneousThursday 3/24: Staff updates Other Fundso Transportation District Fund Budget: 14‐37o Restricted‐Use Transient Occupancy Fund Budget: 14‐26o Other Funds Wrap up
Packet Page 6DEPARTMENT OF MANAGEMENT AND BUDGETMEMORANDUMDate:March 2, 2016To:Board of SupervisorsFrom:Erin McLellan, Director of Management and BudgetThrough:Tim Hemstreet, County AdministratorRe:FY 2017 Proposed Budget – Replacement Pages for Technical CorrectionsEnclosed are supplemental and/or replacement pages on the following topic areas for the FY 2017Proposed Budget document: Request to Authorize 0.23 FTE in the Department of Transportation and Capital Infrastructure: TheDepartment has requested to convert a part‐time Special Projects Manager to a full‐time position.This action requires no additional funding and the authorization of 0.23 FTE. These changes arecaptured in the replacement page E‐18 in the Executive Summary and supplemental pages 5‐41 and5‐42 summarizing the FTE changes in the Department. Revision of Contribution to Northern Virginia Community College: In order to accurately representNOVA’s complete FY 2017 request, replacement pages 6‐9 and 6‐10 are included. The contribution toNOVA was erroneously printed 28,268 lower than requested by the organization. This revision hasno impact on the Proposed Budget or tax rates. Revision of Metrorail Service District Revenue in the Transportation District Fund: Due to a correctionin real property assessment data, the estimated revenue generated by the Metrorail Service Districtwas overstated in FY 2016, FY 2017, and FY 2018 in the Transportation District Fund section of thedocument. Replacement page 14‐41 includes the corrected figures. Revision of FTE summary in Juvenile Court Services Unit: In order to accurately represent the totalnumber of FTE in the Juvenile Court Services Unit (JCSU), replacement pages 2‐48 and 2‐49 have beenincluded. These pages have been revised to include both the County and State FTE for FY 2015through FY 2018.
Packet Page 7FY 2017 Proposed BudgetProposed Budget Development and OverviewReallocations and Revenue-Generating Enhancements Requiring FTE AuthorityWhile there is not sufficient funding for programmatic enhancements within the Proposed Budget, two departmentswere able to either reallocate existing resources or present enhancements that have their own associated revenue.These enhancements fit within the Budget Guidance of a real property tax rate of 1.135. Board authority is requiredfor the creation of the following enhancements. More detailed discussions of the enhancements below can be foundin each respective department’s budget pages in Volume 1.Reallocations Requiring FTE AuthorityOperating nceOutlayRevenueLTFFTEGeneral ServicesLandfill Shop Foreman 79,291 4,264 0 83,555 01.00This position will reduce the amount of contractual services used by the County Landfill for preventativemaintenance on County equipment by both performing maintenance and proactively managing the maintenanceschedules for landfill equipment.Transportation andCapital InfrastructureSpecial Projects Manager 0 0 0 0 00.23This existing position is currently authorized at 0.77 FTE; an additional 0.23 FTE is requested to convert this parttime position to a full-time position. The existing budget for the part-time position is sufficient to fund theadditional FTE; therefore, no additional funding is requested.Total 79,291 4,264 0 83,555 01.23Revenue-Generating Enhancements Requiring FTE AuthorityOperating nceOutlayRevenueLTFFTEParks, Recreation, and Community ServicesSummer Camp Leaders 25,694 6,501 0 104,780( 72,585)0.80These positions – a total of four – are within the Children’s Programs Division and are needed to open a CASA siteat Brambleton Elementary School. These positions are required to be revenue-generating, and a fee increase isproposed. Revenue will be generated to meet the costs of these positions; 0.80 FTE is required.After School Supervisor 71,547 10,492 0 97,134( 15,095)1.98and LeaderThese positions are within the Community Centers Division and are needed to meet the growing service demandsof summer camps; all positions are required to be revenue-generating. Revenue will be generated to meet the costsof these positions; 0.66 FTE is required for the After School Supervisor, and 1.32 is required for the After SchoolLeader.Total 97,241 16,993 0 201,914( 87,680)2.78Loudoun County, VirginiaE-18
Packet Page 8FY 2017 Proposed BudgetTransportation and Capital InfrastructureFY 2017 Budget AnalysisDepartment Financial and FTE SummaryFY 2015ActualFY 2016AdoptedFY 2017ProposedFY 2018ProjectedExpendituresPersonnelOperating And MaintenanceCapital OutlayOther Uses Of FundsTotal – Expenditure 5,849,64216,381,71801,143,830 23,375,190 6,704,48322,720,39343,000252,525 29,720,401 6,669,52321,676,6590242,008 28,588,190 6,869,60821,894,9200242,008 29,006,536RevenuesPermits, Fees, And LicensesCharges For ServicesMiscellaneous RevenueRecovered CostsIntergovernmental – CommonwealthIntergovernmental – FederalOther Financing SourcesTotal – Revenue 057 22,945,400 140,9759,395,2320573,7953,328,011014,747,346 28,185,359 140,9758,694,8200474,8692,965,12983,64014,059,658 26,419,091 140,9758,694,8200474,8692,965,12983,64011,354,407 23,713,840 429,790 1,535,042 2,169,099 5,292,69653.7759.7760.0060.00Local Tax FundingFTEFTE HistoryFY 2015 Mid-Year: The Board of Supervisors added 3.00 FTE for a Capital Budget Specialist, a Capital BudgetAccountant, and an Administrative Assistant to support the increased transportation infrastructure project workloadin the CIP.FY 2016: The Board of Supervisors added 3.00 FTE for one Transportation Planner to focus on transit planning andtwo Construction Field Technicians.FY 2017 Proposed: The Department requests 0.23 FTE to convert a part-time Special Projects Manager to a full-timeposition.Loudoun County, Virginia5-41
Packet Page 9FY 2017 Proposed BudgetTransportation and Capital InfrastructureDepartment ProgramsDepartment Financial and FTE Summary by ProgramFY 2015ActualsFY 2016AdoptedFY 2017ProposedFY 2018ProjectedExpendituresCapital Planning Budget And DesignCapital ConstructionTransportation ServicesTotal – Expenditures 1,257,6733,085,15219,032,365 23,375,190 809,8464,390,07724,520,478 29,720,401 584,3394,541,62623,462,225 28,588,190 598,0954,668,39823,740,043 29,006,536RevenuesCapital Planning Budget And DesignCapital ConstructionTransportation ServicesTotal – Revenues 662,5174,217,37618,065,507 22,945,400 809,8464,390,07722,985,436 28,185,359 584,3394,544,09021,290,662 26,419,091598,0954,668,39818,447,347 23,713,840Local Tax FundingCapital Planning Budget And DesignCapital ConstructionTransportation ServicesTotal – Local Tax Funding 595,156(1,132,224)966,858 429,790 001,535,042 1,535,042 0(2,464)2,171,563 2,169,099 005,292,696 5,292,696FTECapital Planning Budget And DesignCapital ConstructionTransportation ServicesTotal – 21.0060.004.0035.0021.0060.00Loudoun County, Virginia5-42
Packet Page 10FY 2017 Proposed BudgetREGIONAL ORGANIZATIONS ANDINTERGOVERNMENTAL CONTRIBUTIONSContractual and formulary contributions are made to regional organizations that provide services on a multi‐jurisdictional level on behalf of a number of localities in the region. Funding is defined by contractual agreementsand funding requests submitted by each organization are generally based on a formulary approach. Requests arereviewed by the Department of Management and Budget. Regional Organizations contribute to the economicdevelopment, education, recreation/culture, health and/or well‐being of the community. Examples include theMetropolitan Washington Council of Governments, a multi‐governmental organization that supports many ofLoudoun County's planning efforts. The Northern Virginia Regional Park Authority, as another example, is a collectiveeffort of all Northern Virginia governments to provide recreational and park opportunities for its memberjurisdictions.Intergovernmental contributions are allocated to public entities that provide specific services within theirjurisdiction. The contribution to the Town of Leesburg for School Resource Officers (SRO) is considered anintergovernmental contribution. This contribution provides partial funding for the cost for SROs at Loudoun CountyPublic School System middle and high schools in the Town of Leesburg. Capital related intergovernmentalcontributions are displayed in the Capital Improvement Program, Transportation Projects section of the FY 2017Proposed Budget.The FY 2017 Proposed Budget recommends an overall allocation of 5,738,063.Financial SummaryFY 2015ActualExpendituresOperating and MaintenanceTotal – ExpendituresFY 2016AdoptedFY 2017ProposedFY 2018Projected 5,540,102 5,540,102 5,671,730 5,671,730 6,166,778 6,134,510 6,475,118 6,445,436RevenuesRecovered CostsTotal – Revenues 386,035 386,035 391,973 391,973 428,715 428,715 428,715 428,715Local Tax Funding 5,154,067 5,279,757 5,738,063 6,046,403Loudoun County, Virginia6-9
Packet Page 11FY 2017 Proposed BudgetRegional Organizations and Intergovernmental ContributionsRegional Organizations and Intergovernmental Contributions – DetailFY 2015ActualFY 2016AdoptedFY 2017ProposedFY 2018ProjectedRegional OrganizationsBirmingham Green ‐ Nursing HomeFacilityBirmingham Green ‐ Adult CareResidenceLoudoun Heritage Farm MuseumMetropolitan Washington Council ofGovernmentsLoudoun Museum1No. Va. Community CollegeNo. Va. Regional CommissionNo. Va. Regional Park AuthorityNo. Va.4‐H CenterPeumansend Creek Regional JailOccoquan Water Monitoring ProgramTotal ‐ Regional OrganizationsIntergovernmental ContributionsTown of Leesburg, Police SchoolResource OfficersTown of Hamilton Sewer DistrictContributionSoil and Water Conservation DistrictBoardTotal ‐ IntergovernmentalContributionsTotal ‐ Regional Organizations andIntergovernmental ContributionsRevenueSoil and Water Conservation DistrictBoardTotal ‐ RevenueLocal Tax FundingRegional OrganizationsIntergovernmental ContributionsTotal ‐ Local Tax Funding12 350,092 355,007 288,275 98,4931,502,5650503,12112,607 4,264,0410810,477205,2461,559,5680505,09612,948 613,466 114,139 5,010,344 451,566 507,575 665,240 698,50288,0000200736,495673,299729,783766,272 1,276,061 1,180,874 1,395,0231,464,774 5,540,102 5,671,730 6,166,778 6,475,118 386,035 391,973 428,715 428,715 386,035 391,973 428,715 428,715 4,264,041890,026 5,154,067 4,490,856788,901 5,279,757 4,771,755966,308 5,738,063 5,010,3441,036,059 6,046,403In prior years, the Loudoun Museum received funding through the Non‐Profit Organization grant process.The Town of Hamilton’s Sewer District Contribution is complete.Loudoun County, Virginia6-10
Packet Page 12FY 2017 Proposed BudgetTransportation District FundFund Financial SummaryFY 2015Actual 27,859,899FY 2016Revised 40,261,633FY 2017Proposed 47,886,663FY 2018Projected 56,160,633 6,142,525 7,096,000 7,569,000 689,00000 75,124,371 104,979,034 92,040,994 90,273,983 11,881,3106,167,7185,198,808514,785161,185 11,861,0351,446,0789,975,816439,141167,743 10,698,123693,4849,970,62734,012207,647 6,689,000 62,722,637 97,860,034 84,448,994 81,067,546Estimated Impact to Fund Balance 12,401,734 7,119,000 7,592,000 9,206,438Projected Year End Fund Balance 40,261,633 47,380,633 54,972,633 64,179,071Estimated Beginning Fund BalanceRevenuesMetrorail Services Special TaxDistrictsLocal Gasoline TaxNVTA Local 30%NVTA Regional 70%InterestTransfer from General Fund1Transfer from Public Facilities FundTransfer from Capital Financing FundUse of Prior‐Year Fund Balance –Local Gasoline TaxTotal ‐ RevenuesExpendituresLocal Gasoline Tax2Capital ProjectsTransportation/TransitAdministrativeHB2313 Local (30%) ‐ NVTAAdministrative FeesHB2313 Local (30%) ‐ Transfer toCapital FundHB2313 Regional (70%) ‐ Transfer toCapital FundTransportation Capital Project –Transfer to Capital FundTotal – Expenditures12This transfer includes the equivalent of 0.02 of the general property tax.The table on the next page provides detail for local gasoline tax expenditures.Loudoun County, Virginia14-41
Packet Page 13FY 2017 Proposed BudgetJUVENILE COURT SERVICE UNITThe Juvenile Court Service Unit (JSCU) is a statutorily mandated agency that provides professional supervision andservices for juvenile offenders. The JCSU has three basic components: Intake, Probation, and Special Programs.Juvenile Court Service Unit’s ProgramsIntakePerforms intake and processing of charges against juveniles and domestic relationscomplaints, including custody, support, visitation, and domestic violence.ProbationRestores juveniles to law abiding behavior and supports their families by providingsupervision and structure.Special ProgramsOffers specialized services to restore juveniles to law abiding behavior and providesupport to their families. These programs and services include alcohol/substanceabuse suppression, shoplifting deterrent program, anger management, detentionalternatives, gang intervention, mediation, post dispositional detention placement,restorative justice, and programs for serious offenders.Staffing TrendsExpenditures/Revenues History30.0020.0032.1932.1932.19Millions40.0032.19 2.5 2.0 1.5 1.9 2.1 2.1 2.1 0.0 0.0 0.0 0.0FY 2015FY 2016FY 2017FY 2018 1.010.00 0.5 0.00.00FY 2015FY 2016FY 2017FY 2018FTEExpenditures2-48Revenues
Packet Page 14FY 2017 Proposed BudgetJuvenile Court Services UnitFY 2016 HighlightsThe Juvenile Court Service Unit has continued to focus its resources on juveniles who are serious or high riskoffenders and divert those who are low risk offenders. The diversion rate for juvenile complaints is 51 percent, whichis one of the highest rates in Virginia. The high diversion rate provides cost savings to the County because of thereduced time in the juvenile justice system and requires less contact with collateral agencies, which requires lessresources from the other County departments.The juvenile criminal complaints increased from 1,484 in FY 2014, to 1,876 in FY 2015, which represents a 26 percentincrease. The JCSU diverted 51 percent of the juvenile complaints in FY 2015, an 11% increase over FY 2014. In thefirst quarter of FY 2016, diversions are at 34 percent. The Domestic Relations/Intake trends of FY 2015 continuedwith domestic relations complaints increasing from 2,638 in FY 2014, to 3,180 in FY 2015, or 20 percent. Thedepartment has re-allocated staff to assist in coverage of diversion and domestic violence intakes and supervision.Juvenile gang membership in Loudoun County has risen during the last year even though the number of juvenilegang members being supervised by the Court Service Unit has decreased to around 15, from 30 in FY 2014. Lawenforcement has been proactive in identifying gang members, which has resulted in an increase of 10 identifications,from 35 in FY 2014 to 45 in FY 2015. The MS-13 gang continues to be the most prevalent gang in Loudoun County.At-risk juvenile females continue to be targets for sex trafficking by MS-13 and other gangs in Northern Virginia andthe County. Also, Loudoun County has seen several females in foster care become victims in this new trend. Thedepartment Gang Response and Intervention Team Coordinator (GRIT) conducted 10 Gang Awareness/HumanTrafficking presentations in FY 2015 and 2 Gang Awareness/Human Trafficking pres
FY 2017 Proposed Budget Loudoun County Government Center, Board Room Work Session Agenda Next Budget Work Session: Monday, March 7, 2016 at 6:00 p.m. a) Proposed Budget (Page E-18
