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Home My WebLink AboutCouncil Actions 03-26-09 ROANOKE CITY COUNCIL ROANOKE CITY SCHOOL BOARD RECESSED MEETING FROM MARCH 16,2009 MARCH 26, 2009 12:00 P.M. ROOM 159 AGENDA 1. Call to Order -- Roll Call. City Council All Present School Board All Present 2. Invocation/Blessing of Food 3. Welcome. **LUNCH** Mayor Bowers Chairman Carson 4. Discussion of Budgetary Items: 1 tiN f&'rA ROANOKE CITY PUBLIC SCHOOLS Strong Students. Strong Schools. Strong City. TRINKLE 5. A communication from Council Member Gwendolyn. W. Mason, Chair, City Council Personnel Committee, requesting that Council convene in a Closed Meeting to discuss the performance of four Council-ApRointed Officers, pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. (6-0, Council Member Trinkle was absent.) 6. A communication from Council Member Court G. Rosen requesting that Council convene in a Closed Meeting to discuss disposition of publicly-owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. (6-0, Council Member Trinkle was absent.) 7. Recess. (2:08 p.m.) CERTIFICATION OF CLOSED MEETING (6-0, Council Member Trinkle was absent.) 8. Recess. (2:52 p.m.) The Council meeting was declared in recess until Saturday, April 4, 2009, at 8:30 a.m., in Room 159 for continuation of budgetary discussions. 2 ,\. State Sales Tax 14 13 12 11 10 9 8 7 FY06 FY07 FY08 FY09 FY10 . Addl to Meet Adopted Estimate . Addl to Meet City Estimate l!l ActualJProjected by RCPS 1 ~. !-: '.~ State Aid and Stimulus Funding . Stabilization funding of $4.4 million identified on DOE funding per General Assembly adopted amendments budget Source: . htlp :/1www.doe.virginia.govNOOE/FinanOOlBudgetlcalctools.html . . Additional stimulus funding through Title I and. IDEA potentially available; City makes no assumption this will aid School Operating Budget Medical Insurance . Overfunded in FY08 by $2M . RepS funding uses max liability rates; fairly conservative funding method . . Additional funding of $1.5M needed in FY10 budget seems like a significant increase .2 .;t Debt Service . Debt service budget at $10.3 million when budget adopted for FY09 . . Debt requirements in FY10 are just over $10M' . Debt requirements for FY09 were' . $8.9M . Assuming excess funding in FY09 of $1.4M was used for one-time items until debt was issued... - . Debt appears to be adequately budgeted without requirement for any - additional funding Funding by City . As of RCPS Board adoption - $61.8M . .. . A $1.6M decline from FY09 . Includes one $500k installment, not two . $500k installments (totaling $1 M) as . was the goal for FY10 . Subsequently increased by $118,000 due to amendments in vehicular personal property. business license and bank stock tax . .~Further adjustment of business personal property pending by April 6th City Council meeting 3 . ~,..' :~~~~~al ~., . Funding ." .' - · Subject to ~ .....:" ~::~;;'" . -, "" .' Funding 'v.......! '<\" ," ,t '.. .... .'. .. "." ... . . '. ~.'........ '. z :~ Planned Funding by the City Description FY09 FY10 FY13 Thereafter FY11 FY12 Base fu nd ing Per local tax funding formula -local taxes less dedicated revenues = adjusted local taxes x 36.42% $500k $1,000k $1.500k $2,OOOk $2,500k $2.500k (Currently at $500k) Sum of funding per formula at 36.42% adjusted local taxes plus additional funding as listed for each fiscal year .In accordance with resolution adopted by City Council in 2009. The Budget Gap (in millions) Description RCPS City Beginning Budget Gap ^ ($12.5) ($12.5) State Aid - Stab 4.4 Pending. State Aid - Calc .7 Sales Tax .7 1.0 City funding adjustment Included .1 elsewhere Employee medical.insurance 1.0 Debt service 1.0 School closings 3.3 3.3 Transportation. attend zones .4 .4 Revised Gap . ($3.7) ($.7)* ^. City funding in RCPS Board adopted budget is $61.8M. a decline of $1.6M compared to FY09 adopted. . Optimistic all $4.4 million stabilization funding can be included in . adopted budget. Assuming any Title I or IDEA funding is included in School Grant Fund. therefore none is included here. 4 Que;stiJon,s; 8:n:d Discussion 5 . . D ~. en n & ;.cn .. a. a :) ~I ... .. --. '.:v ~ j:J):t 1\)(') ~ -. ~.:t o~ con ~o ~. n ~ '- ~ ~~ 80 cpa. ~C: aQ. 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""""ii COC/) o 0) , 0) - " 00 co _..-+ 00 ~~ OO'X oo~ ~() 0) -. ..-+"-+ co'< o'TI co c o :J _ 0.. -- -- :J :J coco -ffi o ....... 3 o :J t () . 0)",'-,-; ,- , ..-+ co co o """"ii o 0) OJ c 0.. co co ..-+ C/) :J'" o ~ - 0) -ffi .....L I\) . 01 3 o :J t , , -0;;0 co 0::1)> Cz I""lo Vl", Qm 0("'\ 0- ~-l Vl-< (: C/):J:J SO ~ 0) ...~ ....0 e!.~ -CD 0)0 CA _. o ... ....'< s-c 0) c:: ~C- n= ~n I\)cn e>>n .... ~ 1\)0 00 0- <DCA A~ . --/-~..>"!~' ,;,,,,.- ,( ,;..., ~ 03)~//~1 Contributions, Program/Event Sponsorship, and Memberships FY09 Agency Budget Adjustment Comments Convention Bureau (Marketing) 336,000 Tied to lodging tax Convention Bureau 481 ,440 96,288 Transdominion Express 2,000 Renew Roanoke Christmas in April 2,500 500 After Prom Parties 3,000 3,000 Eliminate contribution Roanoke Foundation - Downtown 20,000 Included in Mounted Patrol Greenways Committee 33,600 6,720 Virginia Western 38,454 Roanoke Valley Television 176,706 17,671 Potential 10% reduction Regional Economic Partnership 193,752 19,375 10% Reduction Virginia Amateur Sports 70,000 14,000 Roanoke Sister Cities 25,000 5,000 RoanOke Valley Horse Show 5,000 1,000 NRV Commerce Park 32,500 Downtown Roanoke Inc. 10,000 10,000 Christmas parade NCAA Championship 4,000 800 Miss Virginia Pageant 15,000 3,000 Event Zone 190,184 38,037 Smith Mountain Lake Cleanup 10,000 10,000 Eliminate contribution Regional Chamber SBDC 30,000 30,000 Eliminate contribution New Virginia Corridor Technology Council 7,000 5,000 Eliminate intern funding Cultural Agency Marketing 30,000 30,000 Eliminate funding Mill Mountain Zoo 33,120 Contractual Obligation Cultural/Arts/Human Services Center In the Square 251,055 55,232 Roanoke Valley Arts Council 1 ,400 308 Roanoke Arts Commission 359,620 79,116 Local Colors 29,876 6,573 Human Services Committee 598,030 131,567 Total Action Against Poverty 210,832 46,383 TOTAL 3,200,069 609,569 Other Hotel Roanoke Conference Center 80,000 Health Department 1,426,389 , Blue Ridge Behavorial Health 448,890 Virginia Cooperative Extension 79,827 Memberships Virginia Municipal League 25,731 Rke/Alleg.Regional Commission 74,137 7,414 Superintendent Rita Bishop's remarks at Joint Council Meeting 3/26/09 What does 3.7 million mean to our students, our parents, our community? As it stands without additional funds, the district will fund staff to the Standards of Quality level. That means 25 to 1 in grades 4-6 with no class larger than 35, an average of 21: 1 in middle school with no limit on maximum class size as well as the same ratio in high school. . It means 31 teachers. Thirty teachers who mean the difference in a projected class size at an elementary school of 29 or a class size of 19. ,($1.86 million) · It means restoring 3 nurse positions who serve all students and particularly those who are most fragile. ($157,641) . It means retaining ~uidance counselors and 4 Intervention Specialists who will be there to assist those students who need attention. ($432,000) · It means restoring 40 teachinq assistants to work with students in small groups for reading and mathematics. ($941,000) · It means restoring summer school program to our current levels to serve those students who may receive no intellectual stimulation during the day and would actually start the next school year at a deficit. ($321,000) Our shared goal is the restoration of an effective instructional program. CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S. W. Noel C. Taylor Municipal Building, Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 DAVID A BOWERS Mayor Council Members M. Rupert Cutler Sherman P. Lea Gwen W. Mason Anita J. Price Court G. Rosen David B. Trinkle March 26, 2009 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: I wish to request a Closed Meeting to discuss the mid year performance of Council-Appointed Officers, pursuant to Section 2.2-3711 (A) (1), Code of Virginia (1950), as amended. tM1(8u1 Gwendolyn W. Mason, Chair City Council Personnel Committee GWM:ctw CITY OF ROANOKE CITY COUNCIL 215 Church Avenue, S. W. Noel C. Taylor Municipal Building, Suite 456 Roanoke, Virginia 24011-1536 Telephone: (540) 853-2541 Fax: (540) 853-1145 DAVID A BOWERS Mayor Council Members M, Rupert Cutler Sherman P. Lea Gwen W. Mason Anita J. Price Court G. Rosen David B. Trinkle March 26,2009 The Honorable Mayor and Members of the Roanoke City Council Roanoke, Virginia Dear Mayor Bowers and Members of Council: This is to request a Closed Meeting to discuss disposition of publicly-owned property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended. Sincerely, Court G. Rosen Council Member CGR:ctw TRINKLE ROANOKE CITY COUNCIL CONTINUATION WORK SESSION APRIL 4, 2009 8:30 A.M. ROOM 159 AGENDA 1. Call to Order -- Roll Call. All Present. 2. Welcome. Mayor David A. Bowers 3. Continuation of Discussion of Budgetary Items. Motion to fund outside agencies as recommended by the City Manager, with the exception of the Roanoke Regional Partnership. (4-3, Council Members Cutler and Mason and Mayor Bowers voting no.) Motion to suspend programs as recommended by the City Manager. (6-1, Mayor Bowers voting no.) Motion to have Council's salaries returned to 2007 amounts, eliminate funds for meals in connection with Council meetings, and the Council to receive half of the $3,360.00 appropriate for training and development; and the City Attorney instructed to prepare the appropriate measure reducing the salaries of the Council. (6-1, Vice-Mayor Lea voting no.) Motion to continue funding formula ($1,047,000.00), plus $500,000.00, as well as an additional $500,000.00 from contingency plan if necessary, depending upon the certified ADM from the Schools, which is to be revisited after 30 days. (7-0). 4. Adjourn. (12:30 p.m.) 1 , FY 2009-2010 Budget Development Update ~. ROANOKE Council Work Session - #4 April 4, 2009 FY 2010 Budget Status March 16th April 4th Revenue Decline ($5,132,000) ($2,797,000) Priority Expenditures (3,345,644) (2,822,811 ) Budget Gap (8,477,644) (5,619,811) , . Budget Adjustments 4,053,623 7,507,937 Revised Budget Gap (4,424,021 ) $1,888,126 2 1 "I ! Projected Revenue Growth (Decline) FY 2010 Revenue Estimates Revised (February) Recommended (April) Category $ Revised Growthl Decline % Growthl $ Revised Growthl Decline % Growth! (Decline) (Decline) Real Estate Tax $1,046,000 1,3% $1.046,000 1.3% Personal Property Tax (3,479,000) (18,2%) (1,854,000) (9,7%) Public Ser\ice Tax 147,000 3,9'j, 140,000 3,7% Sales Tax (186.000) (0,9%) 28,000 0,1% Cigarette Tax (412,000) (13,1%) (412.000) (13,1%) Recordation (422,000) (33,6%) (440,000) (35,1%) Business Ucense (229,000) (1,8%) (720,000) (5,6%) Prepared Food Tax (288.000) (2.4%) (230,000) (1,9%) Bank Stock (208,000) (26.0%) 0 0% Telecommunications Tax (340,000) (4,3%) (500,000) (6,3%) Other Local Taxes 17,000 0,1% 99,000 (0,6%) Fines and Forfeitures (117,000) (7,6%) (99,000) (6.4%) Intergovemm ental (476.000) (0,7%) 583.000 0,8%) Charges for Ser\ices (88,000) (0,8%) (118,000) (1.1%) Other Revenues (97,000) (3,8%) (320,000) (12.4%) Total ($5,132,000) (2,0%) ($2,797,000) (1,1%) 3 Changes in FY10 Revenue Estimates Revised to Recommended Category Revision to Estimate Revenue Decline Adopted FY09 to ($5,132,000) Revised FY10 General Property Tax 1,668,000 Other Local Taxes (157,000) Revenue from Use of Money and Property (149,000) Grants in Aid Commonwealth 1,059,000 Other Revenues (86.000l Total Revisions $2,335,000 Revenue Decline Adopted FY09 to ($2,797,000) Recommended FY10 I. I I 4 '2 p- -t E d-t rlorl :y xpen lures March 16 April 4th School Funding ($1,587,558) * (1,047,523) Debt Service Funding 945,000 500,000 Medical Insurance 796,000 796,000 Dental Insurance 17,000 17,000 Workers' Compensation 750,000 750,000 Turnover Savings Reduction 750,000 750,000 Capital Funding 1,010,202 0 Budget Adjustments 665,000 1,057,334 (Inflationary costs and other adjustments) Total $3,345,644 $2,822,811 .Change in local funding of $540,035. Schools had previously accounted for $118,00 of change, resulting in adjustment to School budget of $422,035 5 Budget Adjustments Accepted by Council · General Proarams · Elimination of Arts Festival - $137,867 · Civic Center Subsidy - $450,000 · Circuit Court Judges - $49,200 - Reduction of one Law Clerk · Reduce Outside Agency Funding - $609,000 · 20% reduction or elimination of funding · Eliminate Publication of Annual Report - $29,500 · Valley Metro (GRTC) - $295,000 - Stop bus service at 7:45 p.m. - Eliminate last PM Peak-Time Trip - Stop Peak-Time Service for Brambleton Ave. and Southeast Roanoke Routes - Least productive peak time ro~ 6 3 Alternative - Valley Metro · Valley Metro (GRTC) - $295,000 · Revised Recommendation · Stop Peak-Time Service for Brambleton Ave. and Southeast Roanoke Routes- Least productive peak time routes · Increase Smart Way one-way fare from $3- $5 and monthly fare from $100 to $120 · Implement administrative revisions 7 Budget Adju~stments Accepted by Council · Emplovee Proarams · ICMA Savings Plan Match - $1,068,000 · Tuition Reimbursement - $92,600 · Training - $44,637 · Economic Development · Outsource Statistical Compilation - $87,765 · Fire-EMS · Clearbrook Station Support - $242,580 · Roanoke Emergency Medical Services (REMS) Support - $80,000 · Employee Pagers - $29,510 8 I , 14 I I Budget Adjustments Accepted by Council · Libraries · Suspend Bookmobile - $60,000 · Close Branch Libraries (One day a week) - $25,000 · Reduce Law Library Support - $41,335 · Restructure Virginia Room Staffing Compliment - $46,342 9 Budget Adjustments Accept~d by Council · Parks and Recreation · Suspend Aquatics Program- $202,867 · Close Community Fitness Centers - $110,929 · Horticulture and Beautification - $327,748 · 50% reduction in activity · Athletic Field/Park Mowing - $267,898 · 50% reduction in activity · Urban Forestry - $310,250 · 50% reduction in activity · Youth Services - $288,060 · 50% reduction in activity 10 5 Budget Adjustments Accepted by Council · Police · Suspend Police Cadet Program - $41,173 · Eliminate Mounted Patrol- $251,410 · Middle School Resource Officer - $44,637 · Closing of Ruffner ' · High School Resource Officers · Reduction of one position at Fleming and Patrick Henry High School · No savings to General Fund 11 Budget Adjustments Accepted by Council · Social Service Proarams · General Relief - $68,345 · Payments of $75 per month for eligible expenses · State and Local Hospitalization - $61,626 · Local Match - State Eliminated Program · Technoloav · Outsourcing of second shift computer operations - $118,960 · Restructuring of staffing requirements for FAIT project - $46,016 12 6 Budget Adjustments Accepted by Council · Transportation · Eliminate Loose Leaf Collection - $248,460 · Median and Right-of-Way Mowing - $80,000 · Change frequency of mowing cycle · Position Adjustments - Program Reductions -48 13 General Position Adjustments . 24 Positions - $1.122.582 . Billings and Collections - 1 . Building Maintenance - 2 . City Clerk - 1 . City Manager - 1 . Clerk of Circuit Court - 1 . Custodial Services - 6 . Engineering/Environmental Management - 1 . Finance - 1 Total Position Adjustments - 72 Positions Note: Since FY 2001, 382 positions have been eliminated, with 258 of the positions associated with the creation of the Roanoke Valley Detention Center, Water Authority, and private management of the Civic Center . Libraries - 1 . Communications - 1 . Parks/Recreation - 1 . Planning/Building/Development - 2 . Public Works - 1 . Purchasing - 2 . Real Estate Valuation - 1 . Technology 1 14 7 Potential Additional Reductions · Sheriff · Reduction equivalent to resources associated with Law Enforcement activity - $176,584 · Treasurer · Reduction in part-time (hourly) position funding designated to assist with FAil project - $21,530 · Commissioner of the Revenue · Reduction in part-time (hourly) position funding designated to assist with FAil project - $32,295 · Motor Fuels · Reduction in motor fuels expense based on projected cost - $200,000 15 Potential Additional Reductions · Communications - $19.635 · Lower quality paper for Citizen Magazine and publishing employee newsletters in digital format - $19,635 · Leaislative Liaison · Eliminate contracted services, with City Attorney assuming legislative liaison responsibilities - $50,500 · Animal Control - SPCA Contract · Reduction of 4.59% - $28,096 16 8 Roanoke City Public Schools Unfunded Priority Needs Description Cost 31 Teachers 1,860,000 3 Nurse positions 158,000 3 Guidance Counselors and 432,000 4 Intervention Specialists 40 Teaching Assistants 941,000 Restore Summer School 321,000 Program Total 3,712,000 Source - City Council - School Board meeting on March 26, 2009 17 Roanoke City Public Schools Unfunded Priority Needs (With Budget Adjustments) Identified Unfunded Priority Needs $3,712,000 Change - School Sales Tax Estimate (300,000) Change - State Basic Aid - Based on ADM Change- Local Funding (422,035) Unfunded Priority Needs $2,989,965 18 9 Prepared Food Tax Revenue · FY10 Estimated Revenue is $11,850,000 · 0.5% Increase in Tax Rate = $1,185,000 · 1.0% Increase in Tax Rate = $2,370,000 · Impact of 0.5% increase on a $10 meal = $.05 · Impact of 1.0% increase on a $10 meal = $.10 19 Prepared Food Tax Rates . The City's Current Tax Rate is 5.0% · Five of the Seven First Cities rates are Currently 6.5% · Average of First Cities is 6.2% . Average of All Cities is 5.2% . Cities with T~x Rate of 5.5%: - Chesapeake, Hopewell, Poquoson, and Virginia Beach . Cities with Tax Rate of 6.0%: - Bristol, Harrisonburg, Martinsville, Norton, Richmond, and Staunton . Cities with Tax Rate of 6.5%: - Emporia, Franklin, Hampton, Lynchburg, Newport News. Norfolk, Portsmouth, and Suffolk 20 10 Transient Occupancy Tax Revenue · FY10 Estimated Revenue is $2,957,000 · 0.5% Increase in Tax Rate = $211,000 · 1.0% Increase in Tax Rate = $422,000 21 Transient Occupancy Tax Rates . The City's Current Tax Rate is 7.0% . Four of the Seven First Cities rates are Currently 8.0% . Average of First Cities is 7.4% . Average of All Cities is 6.0% . City with Tax Rate of 7.5%: - Newport News . Cities with Tax Rate of 8.0%: - Chesapeake, Colonial Heights, Emporia, Franklin, Hampton, Hopewell, Norfolk, Portsmouth, Richmond, Suffolk, and Virginia Beach 22 11 ...... , ./ (}) ~. ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, SW, Room 364 Roanoke, Virginia 24011 540.853-2333 www.roanokegov.com March 31 , 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor . Honorable M. Rupert Cutler, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable Anita J. Price, Council Member Honorable Court G. Rosen, Council Member Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: FY 2010 BudgetReductions As we prepare for the upcoming work session on budget development, I thought that it would be prudent to provide you with the attached updated list of program and other reductions that have been identified up to this point. The list also includes information on general position reductions (by department) that have been identified. This information was shared with our Leadership Team yesterday in an effort to identify additional potential reductions a~nd cost savings. In the event that you get questions from the media, the attached list may also be useful for the purpose of reference. Based on the identified reductions and other budget adjustments, the current budget gap is $3.3 million. The aforementioned gap includes the School Division request of $3.7 million. While Council has not made a decision on the request from the School Division, it is important to note the gap includes the request from the Schools. We will have more detaile<;l discussions on the status of budget development at the upcoming work session on Saturday. Sincerely, ~ Darlene L. Burc City Manager DLB:sms c: Stephanie M. Moon, City Clerk William M. Hackworth, CityAttorney Ann-H. Shawver, Director of Finance ~I FY 2010 Reduction Summary 111Ji.11~11:~I~!.lll,itti.m\11i[~lr -Outsourcin 6 -Law Libra -Close 1 da -VA Room -Bookmobile $41,335 $25,000 $46,342 $60,000 1 1 :Itliliif!;t; -A uatics -Athletic Field/Park Mowin -Fitness and Wellness -Horticulture and Beautification -Urban Forestr -Youth Services $202,867 $267,898 $110,929 $327,748 $310,250 $288,060 .... 1 5 1 4 5 3 :rnA :tr~~ .;.:.:-:-:.;-:.: -Mounted Patrol -Cadet Pro ram -School Resource Officers :t~if~~ $251,410 $41,173 $44;637 4 3 o ./ FY 2010 Reduction Summary 2 1 :i.iffillil~~lfllll~I.i.\I: Billings and Collections Buildin Maintenance Cit Clerk Cit Manager Clerk of Circuit Court Custodial Services Environmental Management Finance Libraries Office of Communications Parks & Recreation 1 2 1 1 1 6 1 1 1 1 1 Plannin , Buildin and Development Public Works Purchasing Real Estate Valuation Technolo 2 1 2 1 1 r $6,979,297 $6,979,297 72 \\ytiJulj - {' wp~t'j )75 ~ 6>lo11J;ff Position Eliminations (FY 2001-FY 2009) 2000-01 (33) 32 Juvenile Detention positions; 1 Water Fund position 2001-02 (15) 2 Water Fund positions 2002-03 (17) 2003-04 (16) 2004-05 (205) 190 positions transferred to Water Authority 2005-06 (9) 2006-07 (8) 2007-081(13) 5 Civic Center positions 2008-09 (66) 36 Civic Center positions TOTAL 1(382) """--- '- Roanoke Sheriffs Office Interdepartmental Communication DATE: April 6, 2009 TO: Ms. Darlene Burcham, City Manager Mayor Bowers and Members of City Council Sheriff Octavia L. Johnson &5--6 SUBJECT: Education Information Specialist FROM: Please find enclosed a sample of the works of the Education Information Specialist and a in-depth list of responsibilities. The position of the EIS saves our office financially as we do not have to contract with graphic designers to create brochures, pamphlets and other promotional materials. I hope this information is helpful. Please contact me if you need additional information. I. CITY OF ROANOKE OFFICE OF THE CITY MANAGER Noel C. Taylor Municipal Building 215 Church Avenue, S.W., Room 364 Roanoke, Virginia 24011-1591 Telephone: (540) 853-2333 . Fax: (540) 853-1138 City Web: www.roanokeva.gov April 10, 2009 Honorable David A. Bowers, Mayor Honorable Sherman P. Lea, Vice Mayor Honorable M. Rupert Cutler, Council Member Honorable Gwendolyn W. Mason, Council Member Honorable AnitaJ. Price, Council Member Honorable Court G. Rosen, Council Member I Honorable David B. Trinkle, Council Member Dear Mayor Bowers and Members of City Council: Subject: Public Information Officers During recent budget discussions the issue was raised as to the need for Public Information Officers (PIO) for each uniform City service (Police, Fire-EMS, Sheriff's Department.) The commonly held perception is that these positions deal primarily with the media as their core task, therefore the case could be made that the three positions could be consolidated into one serving all three departments. I provided a verbal response during the budget session but feel a more detailed explanation is warranted. Attached for your review is the City's job description covering all three positions. Additionally, each department has drafted a more detailed ,department job specific description which is also attached. As you may surmise the Police Chief, Fire-EMS Chief and Sheriff feel very strongly that the functions performed by their respective Education/Information Specialist are mission critical tasks. Additionally, if the tasks are not performed by a civilian employee they would be performed by a uniform officer, taking that person or persons away from their sworn job duties. Prior to the current civilianized arrangement, each department was performing the PIO's task and other functions as outlined in the department job specific description with uniform officers at the Master Deputy, Lieutenant or Chief level. I hope this information provides you with enough background to appreciate the overall need for the positions as currently structured. DLB:JG:jb Attachments Job Position Information I I ISUMMARY I Plans, develops, and delivers information to citizens, through education and the media lESS E NTIAL D UTI ES AN D RES PO N SIB I L1TI ES include the following. other duties may be assigned. I I Plans and implements public safety education programs and activities for schools, day care cente~s, health I care facilities, businesses, private residences, and the community at large I I Conducts research and analysis of public safety issues and needs I I Evaluates and develops educational goals, objectives, policies and procedures including program content ! methods and instructional materials and techniques I. Prepares a variety of information, speeches, reports and complet~s records as required I I Makes presentations as needed I Organizes and conducts training workshops and individual training sessions for public safety education I programs I I I Provides public informationJpromotional materials and activities including publicity materials, press releases, I audio-visual production, marketing, media relations and related art work I Maintains contacts with media representatives to present accurate information about events i . I Responds to the scene of incidents that create, or are likely to create media interest , I I Arranges news conferences and assist with preparation of department personnel I Coordinates the release of information regarding victims, witnesses, suspects and confidential departmental I investigations and operations . " " . . , I Coordinates the access of media representatives at crime scenes, major fires, or other catastrophiC events las needed I Participates in public safety planning for major events and festivals I , I I Serves as department's public relations representative on various community committees !SUPERVISORY RESPONSIBILITIES ' I Supervises an assigned staff as needed. Carries out supervisory responsibilities in accordance with the I: organization's policies and applicable laws, I I QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential I duty satisfactorily, The requirements listed below are representative of the knowledge, skill, andJor ability I required, Reasonable accommodations may be made to enable individuals with disabilities to perform the I essential functions, I I I EDUCATION andJor EXPERI ENCE , I Bachelor's degree from four-year college or university with major course work in education, commJnication, I journalism or related field; one to three years related experience andJor training in planning, implementing I and evaluating public education programs andJor news reporting, and public relations; or equivalent 2 EDUCATION INFORMATION SPECIALIST Roanoke Police Department Overview: In the following Job Task Analysis, each described task as well as each described piece of equipment is followed by a rating in parenthesis ofthefrequency and the criticality of that task or equipment usage. That rating is on the following scale: Frequency: A - multiple times a day; B - at least daily; C - at least weekly; D - occasionally; and E - rarely. Criticality: 1- proficiency critical; 2 - proficiency essential; 3 - proficiency important; 4 - proficiency useful; 5 - proficiency not always expected. Job Summary Under the supervision of the Chief of Police, the Education Information Specialist (ElS) serves as the Department Public Information Officer (PIO) who is responsible for matters related to the sharing of information between the Department and the public it serves. The Education Information Specialist serves as the official Department spokesperson. The Education Information Specialist's objective is to maintain and expand positive contacts with the public while enhancing the image of the Department. The major task of the Education Information Specialist's mission is to provide the public with information that is complete, accurate and current. The public information position, as provided by the Education Information Specialist, is mandated by the Commission on Accreditation for Law Enforcement Agencies (CALEA), the agency through which the Department is nationally accredited. Work Activities Media Relations . Reviews reports of events reported to the Department (Al3) · Identifies events of potential interest to the citizens or the media (Al3) . The EIS will prepare and distribute news releases in a timely fashion. Newsworthy incident reports will be sent to the ElS by the Criminal Investigations Unit or other units as necessary. The EIS will respond to day-to-day requests from the news media for information about incidents or Department activities. News releases include information regarding criminal incidents as well as educational releases designed to inform the public on how they can prevent themselves from becoming victims of crime. (B/2) · The ElS will be available 24 hours a day to respond to incidents. To ensure compliance with CALEA national accreditation standards the EIS SHALL respond to the following incidents as requested by Department supervisors: homicides, shootings of an unusual nature that would include multiple victims or involving children under the age of 15, the criminal or suspicious death of a child, a pursuit of an unusual nature resulting in serious injury or death; an officer involved shooting, a serious injury to an officer, the death or serious injury of a citizen with direct involvement of Department personnel, a school bus accident involving serious injury, bank robberies, kidnappings, school related incidents that would create media attention such as weapons offenses or bomb threats, traffic fatalities or possible fatalities or any traffic crash that is causing an on-going traffic problem, the suicide or attempted suicide of a community leader or any suicide committed in a public place or a manner that attracts attention, Amber Alerts, deceased persons that are discovered in a public place causing citizen and media 'attention, protests in public places that result in media attention, arrests in high profile areas or of a community leader, the search for a wanted or missing person involving extensive manpower, civil disturbances, aircraft or train disasters or any situation that will have a serious negative impact on the City or the Department that will result in media attention or the arrival of multiple media outlets on the scene (D1l) Information Development . Provides information for weekly City Council update (C/2) . Reviews information presentation methods used by other law enforcement agencies in an effort to ensure the highest standards for the Department (C/3) . Prepares the annual report (D/2) . Serves as Department webmaster, and in that capacity ensures that relevant CALEA recruiting standards are conveyed to those applying for a job with the Department as well as ensuring that relevant CALEA mandated information is provided to the public (D/3) . Devotes constant effort towards building community relationships through community input, by developing partnerships to build public confidence, by ensuring the open exchange of accurate information and to establishing strategies by which these relationships will be realized (E/2) . Maintains the Department's calendar of community group events and Department interaction activities (C/3) . Responsible for the coordination of the Department's Citizen Appreciation events, coordination of the Department's involvement in the City's Citizen Appreciation Day and HEAT presentations, all of which may occur on weekends or other times outside of .J . regularly scheduled work hours (D/3) . Responsible for the collection and compilation of data required for the Department's Chief's Challenge. Responsible for writing and submitting all documentation necessary for the annual Chief's Challenge ((D/3) . Participate in police planning for major events and festivals (D/3) . Prepares Department informational brochures (D/3) . Responsible for educat'ional campaigns. This includes creating brochures and flyers that are used to inform the community about issues such as crime prevention, various services offered by the Police Department, and any other issues 01 concern for the public (D/3) . Prepares, or assists in the preparation of video presentations used for training purposes (D/3) . Assists in writing Department grants (D/3) . Assists the Crime Prevention Unit in the development of "Crime Line" presentations (D/3) · Prepares, or assists in the preparation of video presentations for recruiting purposes (D/4) . Prepares, or assists in the preparation of video presentations for crime prevention and public information use (D/4) · Instructs media relations topics in the basic Police Academy, in-service classes and at the Citizen's Police Academy (D/3) · Writes articles or provides information relevant to Department initiatives for inclusion in the International Association of Chief's of Police, the Virginia Association of Chief's of Police, the Virginia Municipal League, Citizen magazine, City Comer, Around the Comer, Star City Beat the budget message, the State of the City Address and or other national, state or local publications (D/2) · Ensures that all CALEA proofs of compliance for the Public Information chapter are provided to the accreditation manager upon request (C/2) After hire, the Education Information Specialist must: . Develop and maintain relationships with local and regional media representatives (2) . Learn and use the Department's intranet site so that Department policies and procedures can be directly accessed (3) . Learn police and courtroom procedures, as well as criminal and traffic law, to be able to respond to questions on these matters (3) . Develop and maintain relationships with local government and community personnel involved in police-related activities (3) . Expand media presentation capabilities (3) Revised January 2008 . Designs and prepares Annual Calendar . Designs stationary and letterhead · Designs and prepares post cards, greeting cards, invitations, programs, certificates, and other items as needed. . Maintains photo history of department EDUCATION · Plans and implements public safety education programs. Participates in public safety planning for major events and festivals. · Plans, develops and delivers information to citizens through education and the media · Serves as department's public relations representative on variou's community committees · Plans and coordinates Sheriff's Office participation in community, school and city events including but not limited to: United Way, MDA Lock-up, Relay for Life, Law Enforcement Memorial Service, School Extravaganza, Bowl for Kids Sake, Citizens Appreciation Day, St. Patrick's Day Parade, Christmas Parade, career fairs and safety fairs. · Plans and coordinates with committees on Sheriff's Office events including but not limited to New Year's Pot Luck, Charity Golf Tournament, P:ppreciation Cook Out, Christmas Banquet, Retirement luncheons. Create all support. materials and correspondence to ensure a successful event. .. Responds to emails and calls generated from the public requesting information relating to the Sheriff's Office. , . Fire Prevention Specialist - 080 Reports to: Fire-EMS Chief Grade: 12 Category: Full-time Class Code: 080 OccupationalI;'rofessional -21 Workers Comp Code: 8810 Description of Job for Advertising Plans, develops, and delivers fire prevention and life safety information to citizens, through education and the media. Plans and implements fire-EMS education programs and activities. Conducts research and analysis of Fire-EMS issues and needs. Prepares a variety of information, speeches, reports and completes records as required. Bachelor's degree from four-year college or university with major course work in education, communication, journalism or related field; one to three years related experience and/or training in planning, implementing and evaluating public education programs and/or news reporting, and public relations; or equivalent combination of education and experience. Familiarity in a Fire-EMS environment helpful. Possession of a valid appropriate driver's license issued by the Commonwealth of Virginia. Work a flexible schedule that may include nights, weekends and on-call duty. SUMMARY Plans, develops, and delivers fire prevention and life safety programs to citizens, through education and the media. Serves as the department's grant administrator, and accreditation officer. ESSENTIAL DUTIES AND RESPONSffiILITIES include the following. Other duties may be assigned. Plans and implements Fire-EMS education and life safety programs and activities for schools, day care centers, health care facilities, businesses, private residences, and the community at large Conducts research and analysis of Fire-EMS issues and needs Serves as the department's Fire-EMS accreditation officer Serves as the department's grant administrator, conducting research, writing and making application for grants available to fire-EMS department. Develops, presents and manages fire and life safety programs with local schools and daycares, including and not limited to: puppet shows, Fire Prevention Week Art Contest, Risk Watch, fire safety visits, safety presentations, etc . . . Prepares a variety of information, speeches, reports and completes records as required Makes presentations on fire prevention and life safety education as needed Organizes and conducts training workshops and individual training sessions for fire-EMS education programs Provides public information/promotional materials and activities including publicity materials, press releases, audio-visual production, marketing, media relations ahd related art work Maintains contacts with media representatives to present accurate information about events !'J' . WORK ENVIRONMENT The work environment characteristics described here are representative of ' those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly exposed to wet and/or humid conditions and outside weather conditions. The employee is frequently exposed to high, precarious places. The noise' level in the work environment is usually moderate. Other Dermed Duties and Responsibilities: Manages Child Safety Seat Installation Program Manages Smoke Detector and CO Detector Installation Program Prepares and designs print publications (ie: brochures, year end review, flyers) Supports recruitment initiatives Works with Fire Marshals Office to counsel juvenile fire setters Works with Virginia Tech's REACT Program (Recovery Effort After Child Trauma) to aid children affected by fire incidents. Coordinates Safety Events for the community with other community agencies (ie: Safe Kids Roanoke, Total Action Against Poverty, etc.)