NEW EMPLOYMENT CONTRACTS

 

Employment Contracts are required to be available to the public by Virginia Law.  One of the areas evaluated by Sunshine Review in the ratings for both County Government and School Board websites is both the availability and the accessibility of the contracts. 

 

On 20 August 2012 ESO posted the original employment contract and the contract extension for previous Superintendent Melvin, previous County Administrator Whitlow, and Acting County Administrator Pennell.  

 

The School Board has introduced a much improved web site but it is still underdevelopment.  The County has recently begun incrementally introducing a new web site which promises to contain expanded content (and accessibility) and improved user friendliness.  As an interim measure, ESO is posting the current employment contracts for our Acting Superintendent, the incoming Superintendent, and the new County Administrator.  Please follow the links below to view the contracts:

 

            Acting Superintendent Pope's Contract: 

            http://www.essexsunshine.org/pdflib/dr-pope-contract.pdf 

 

            Incoming Superintendent Burckbuchler's Contract:                                                        

                http://www.essexsunshine.org/pdflib/dr-burckbuchler-contract-2013-2016.pdf

 

            County Administrator Peck's Contract:  

            http://www.essexsunshine.org/pdflib/county-administrator-peck-contract.pdf

 

ESO hopes that as the information systems teams continue work on the 2 Essex County web sites that the Contracts will be added to the easily accessed content site content.

 

 

We also hope that Essex County will have much improved web site ratings in the next report by Sunshine Review, the National Open Government Rating Organization.

 

John R. Clickener

Sunshine Week in Essex County

   The Week of 10 thru 16 March is annually recognized as Sunshine Week within Virginia.  The Virginia Freedom of Information Act (FOIA) and the Virginia Open Meetings Act opens the shutters, raises the shades, pull back the drapes, and allows the public actively participate in the process of local governance.  Each eligible citizen can run for elected office, attend and speak at government meetings, gain access to records and documents, communicate with the elected officials, and most importantly – VOTE.

 

   During the past 12 months Essex Sunshine has encouraged the Board of Supervisors and the School Board to routinely provide greater access to information, more effective and timely notice of regular, special, and budget meetings, and better communications by making major improvements to their web sites.  We've also encouraged improving budgeting, becoming compliant with the provisions of the Code of Virginia, and publishing the assumptions and requirements that determine the sources and uses of funds.  We've pointed out that the County Ordinances are not readily accessible to the public and that they haven't been organized into the standard Municipal Code structure.  We've published employment contracts, position descriptions, wage tables, various studies, and discussed policy concerns.

 

   We've very seldom had to resort to submitting a formal FOIA Request.  Local Officials, particularly Acting Superintendent Dr. Gail Pope, the School Board, the former Acting County Administrator Bill Pennell, and the Airport Authority are genuinely interested in becoming more transparent and open.  Our new County Administrator Reese Peck and the Board of Supervisors have begun a major effort to provide greater openness by designing a new web site and using electronic media to provide public access to information, documents, and records.

 

   None of the sunshine illuminating our local government will be of much benefit unless the citizens of Essex County accept their responsibilities along with their rights.  Active Citizenship requires us to be informed and knowledgeable about policy and budget issues.  It requires participation in the process of solving problems and making decisions.  It can include taking direct responsibility by running for office or accepting an appointed position on boards or other government bodies.  Most importantly it requires registering and voting.  Citizens who don't vote allow others to determine who will govern and who will make those decisions.

 

   Please observe Sunshine Week 2013 by marking Tuesday, November 5th on your Calendar as the day to celebrate freedom by voting in the State and Local Elections.  Locally, two Supervisor positions and three School Board positions will be on the ballot.  Be informed, be a voter in November.  

John R. Clickener, Publisher 

Airport Authority – Accomplishments and “TO DO LIST”

   For both the review of accomplishments and the "TO DO LIST" the Airport Authority serves as a specialized functional governing body in behalf of Essex County and the Town of Tappahannock.

 

   Only major items affecting open government and transparency are included in the lists below.

 

ACCOMPLISHED DURING 2012

  

1.  Continued to transparently serve the public, expand operating capabilities, and maintain the facility despite issues of funding responsibilities.  The members of the authority openly discuss issues, invite public comments during many discussions, and demonstrate a strong commitment to public service.

 

2.   Published Draft Minutes following Authority Meetings.  This is a very unusual and highly meritorious decision.  Draft minutes are not final and are subject to corrections and revisions; however their publication gives immediate access to the content of a meeting and the decisions which were made.  Still pending in the implementation of a searchable archive of approved minutes and meeting agendas.

 

3.  Provided Monthly Financial Reports to the Authority Members and to the Public.

 

4.  Conducted open discussions of facility improvements and expansion of services that would increase utilization and move toward financial self sufficiency.

 

TO DO LIST FOR 2013

 

1.  Expand detail and depth of the Airport Authority information, contacts, contracts, etc. posted on the Airport Web Site.  ESO believes that present web site provides excellent facility information and serves to market to the aviation community.  It is the logical place for the Airport Authority information to appear rater than on the County or Town web sites.  Each of the local government sites should contain links to the Airport web site and to the Airport Authority pages within the Airport site.

 

2.   Conduct Regular Surveys of Fuel Prices and Fees for Various Services at Surrounding Airports.  Regular surveys are an essential tool to determine if we are competitive and to identifying opportunities for increased revenues.

 

3.   Continue to Seek New Methods and Improve Existing Communications and the Web Site to Keep the Public Informed.  Unlike Sunshine Review which evaluates the Board of Supervisors and the School Board, ESO is not aware of a similar independent nonpartisan state or national organization that reviews the governing practices or the transparency of Airport Authorities.  We suggest that the Airport Authority consider the recommended best practices for the two types of boards as the model for their continued expansion of open government and transparency practices.

 

The foregoing "To Do List" was prepared solely by ESO and is does not represent all of the issues that the Aviation Authority and local governments must address.  We recognize that there funding discussions are taking place and a resolution of responsibilities may be forthcoming.  We ask the Airport Authority to continue to encourage individual creativity and initiative by its staff and by the aviators who are home based at the Airport.  We believe that those who provide the services and utilize the Airport are the best sources for innovations, improved procedures, and ideas to increase efficiency.

 

John R. Clickener

 

School Board – Accomplishments and “TO DO LIST”

   For both the review of accomplishments and the "TO DO LIST" the School Board and the Essex County Public Schools are considered to be, respectively, the Legislative/Policy/Finance part and the Executive/Admin-istrative part of county education program. 

   Only major items affecting open government and transparency are included in the lists below.

ACCOMPLISHED DURING 2012

  

1.  Employed Dr. Pope as acting Superintendent.  She is eminently qualified, is committed to and open and pragmatic Budget Development Process, and seeks an open dialogue with the various constituent groups.

2.   Developed and Deployed an excellent new Education Web Site.  There are still some information gaps to be filled but the greatly improved navigation, enhanced communication capability with the School Board Members, and accesses to more information are noteworthy.

3.  Provided regular comprehensive updates on the renovation/construction at Essex HS.  This major project was carefully coordinated to permit construction to proceed without any significant impact on instruction, activities, or athletic programs.  As of 1 January the project was in on schedule and within budget.

4.   Developed and posted the FY 2012 Budget Development Planning Calendar.  This is a major step in transparency for it permits public engagement in the development of a needs based budget.

TO DO LIST FOR 2013

1.  Have a review of the Essex Public Schools Web Site by Sunshine Review.  ESO believes that the Essex County improved site will be graded much higher than the D of early 2012.  We also believe that we will rank higher within peer systems in the surrounding counties.  Our ongoing analysis and comparative review identified that several sites of other School Systems have failed to update date maintain current information for public access. 

2.   Improve the Budget Process and Access to the Approved Budget.  A recent survey by the Virginia Coalition for Open Governments of county and town budgets identified 26 localities which received an "F" grade.  Essex and Middlesex Counties are the only nearby localities that did not provide adequate online access to their budget (and did not include sufficient information to understand the sources and specific uses of funds).  Please Note that the Grade was based on the County Budget; however, the Essex Public School Budget had no more clarity than the County Budget.

   There is essentially no cost to publish comprehensive online budget data which includes assumptions, rationale, and explanations of changes from the prior year.  Essex County School Board should ensure that the entire budget development process is open to the public and not just provided at a single public hearing before submitting the budget to the Board of Supervisors.

3.   Examine and make public the Purposes and Effectiveness of School Athletic Programs, Creative Arts, and the various Activities with the Essex System.  The conduct of some student athletes has been called into question.  Our High School Band, after an excellent Memorial Day public concert in 2012 seems to have disappeared.  ESO believes that athletics, fine arts, and other activities are essential elements of effective education programs and the development of capable and confident graduates.  Public Transparency (i.e. report the problems and solutions, celebrate and praise the successes) is essential to develop financial support, volunteers, and attendance at events.    

5.   Conduct a Wage and Benefits Survey of the Surrounding Counties.  A current survey is an essential tool in determining the fairness of local government employee compensation. 

6.   Publish Annual Turnover Statistics for positions within the System.  ESO published several years of data in 2012.  We believe that high turnover rates may be symptoms of poor leadership, inadequate compensation, poor discipline/working conditions, or weak selection and employment practices.  The Board of Supervisors should publish comparative date for Essex County Schools with and analysis of the turnover rate.  Comparison with the turnover rates with the School Systems of nearby counties would also be helpful to the public.

The foregoing "To Do List" was prepared solely by ESO and is does not represent all of the issues that the School Board and local government must address.  We recognize that there are a number of initiatives being developed within Essex County Public Schools.  We ask the School Board and the Superintendent to continue to encourage individual creativity and initiative.  We believe that our school system employees, our citizens who provide the essential education and support services, are the best sources for innovations, improved procedures, and greater efficiency.

John R. Clickener

Board of Supervisors – Accomplishments and “TO DO LIST”

   For both the review of accomplishments and the "TO DO LIST" the Board of Supervisors and the Essex County Government are considered to be the Legislative/Policy/Finance part and the Executive/Administrative part of county government.  Some elements of county government are established by the Commonwealth and operate in direct support of Essex County.

   Only major items affecting open government and transparency are included in the lists below.

ACCOMPLISHED DURING 2012

  

1.  Employed Bill Pennell as acting Essex County Administrator.  Mr. Pennell is a dedicated practitioner of open government and transparency.  He maintained an open door policy and was very quick in responding to requests for information that should be in the public domain.

2.   Actively and openly sought public opinion in the process of recruiting and selecting a new County Administrator.

3.  Completed, approved, and is publishing a new County Personnel Manual.  This essential document was long overdue.  It clarified authority, updated position descriptions, and ensured that personnel policy were brought into conformity with current federal and commonwealth laws.

4.  Work was started on the creation of a comprehensive Essex County Government Internet Site.  The original site (graded a D-) has received some updates but remains a work in process.  Several Departments within Essex County Government have independently established web sites to provide better service to our citizens.

TO DO LIST FOR 2013

1.  Review and format the Essex County Ordinances to comply with the standard Municipal Code format and place the Essex County Ordinances on the web site as a searchable database.  The only complete copy of the Code that I am aware of is a 5" by 7" binder in the County Administrator's Office.  Shouldn't our citizens have ready access to the county laws?  The Town of Tappahannock Laws are readily available (and searchable) on the town web site.

2.   Improve the Budget Process and Access to the Approved Budget.  A recent survey by the Virginia Coalition for Open Governments of county and town budgets identified 26 localities which received an "F" grade.  Essex and Middlesex Counties are the only nearby localities that did not provide adequate online access to their budget (and include sufficient information to understand the sources and specific uses of funds).  There is essentially no cost to publish comprehensive online budget data which includes assumptions, rationale, and explanations of changes from the prior year.  Essex County Government should ensure that the entire budget development process is open to the public and not provide a single public hearing before submitting the budget to the Board of Supervisors.

3.   Design and Establish a Comprehensive User Friendly Essex County Government Web Site.  See Accomplishment #4 above.  Much of the information published by ESO over the past 6+ months can be incorporated in the new web site (position descriptions, wage data, contracts, etc.) at no cost.

4.   Implement Evening Hours for All Regular Board of Supervisors Meetings. Many citizens are unable to attend daytime meetings.  Scheduling all regular meetings would allow citizens to attend and participate in the local government process.

5.   Conduct a Wage and Benefits Survey of the Surrounding Counties.  A current survey is an essential tool in determining the fairness of local government employee compensation.  Special attention should be given to the fairness and adequacy of law enforcement personnel and other first responders.

6.   Ensure that All Subdivisions are Afforded Equal Protection by County Ordinances.  The Board of Supervisors should ensure that persons living in subdivisions are made aware of the proper process to seek a public hearing.

The foregoing "To Do List" was prepared solely by ESO and is does not represent all of the issues that the Board and local government must address.  We recognize that there are a number of initiatives being developed by the various Departments within our County Government.  We ask our Board of Supervisors to continue to encourage individual creativity and initiative.  We believe that our county employees, the citizens who provide the essential government services, are the best sources for innovations, improved procedures, and greater efficiency.

John R. Clickener

2012 Year in Review

   

   ESO first appeared on June 4, 2012 with a blog titled "Let's Get Started."  That simple beginning was followed by a number of blogs explaining the terms open government and transparency. Other blogs were detailed evaluations of the Essex County Board of Supervisors, County Government, the School Board, the Essex County Public Schools, and the Airport Authority.  Lastly, we frequently advocated for decisions and policies that would inform, engage. And benefit the citizens of Essex County/

 

   We pointed out, in several assessments. that Essex County Government performed poorly in both openness and transparency.  We relied upon independent nonpartisan national and commonwealth open government advocacy organization reviews to compare Essex County with surrounding counties.  Our County ranked last as of the spring of 2012!

 

   ESO participants conducted extensive research, interviewed citizens, and attended may meetings to develop an understanding of local governance.  We met with the County Administrators (David Whitlow and Bill Pennell), our Supervisors, the previous Superintendent (Dr. Melvin), and members of the School Board.  Lastly we testified at meetings and published articles addressing concerns and proposing methods that would benefit our county citizens with more open and transparent government.

 

   We at ESO appreciate the numerous positive changes made within the County Government and the School System.   It is our opinion that the governing bodies and the employees have made significant progress in opening the shutters, raising the blinds, and opening the drapes.  We appreciate your efforts and know that many additional open government and transparency initiatives are being designed and implemented.

 

   Over the next week we will publish blogs for each Board containing short lists of major accomplish-ments and "wish lists" for additional policies, practices, and actions.  We hope to have even more SUNSHINE and greater TRANSPARENCY. We hope that by the end of 2013 Essex County will be at the top of County Rankings rather than at the bottom as we were in the spring of 2012.

 

   To the Citizens of Essex County – ESO asks you to become involved in the process of governing our county and educating our children.  Our elected officials and Constitutional Officers, our appointed officers and officials, and the employees of the county government and school system need your active, engaged, and involved grass roots ideas and support.  Most importantly, ask questions and learn about the issues (read the Rappahannock Times, listen to WRAR, attend the Board of Supervisors and School Board Meetings, and Read EssexSunshine.Org), ask questions of the candidates, AND GO VOTE THIS NOVEMBER. 

 

John R. Clickener

 

Surveys are Rays of Sunshine

   

   ESO has learned of two recent surveys by the two elected bodies of Essex County Government.  The School Board posted a survey (with printed copies available upon request) seeking public input about the considerations and attributes desired in the next Superintendent.  The Board of Supervisors posted an internal county employee survey to obtain comments and concerns about the functioning of our county government.  Both Boards have clearaly done the right thing by seeking information and opinions.  The survey results varied and this is a brief Tale of Two Surveys.  

 

   The School board survey was an invitation for the public, and particularly the parents of school children and the teachers and administrators, to play an important role in the selection process.  Unfortunately, ESO believes the response was disappointing.  As of October 17 it was reported that 110 responses had been received. ONLY 110! – was it public apathy or was the distribution method for the survey at fault for the low response rate?  Clearly the School Board properly attempted to open the shutters and pull up the shades, but only a little sunshine illuminated their path toward the selection of the next Superintendent.

 

   ESO has not seen the County Government survey nor have we been told any details about the results.  That's as it should be because the sunshine, in this case, was to help the Board and the County Administrator improve the efficiency and effectiveness of local government.  We have heard from various sources that many employees appreciated the opportunity to provide candid comments and the fact that the top management wanted to hear they had to say.  Rumor has it that a number of very candid comments and suggestions were provided by the employee respondents.

           

   ESO believes that Open Government and transparency are best served when sunshine illuminates the staffing policies and procedures of the Essex County Government and when the public (VOTERS) and the staff (county employees, school administrative staff, and teachers) are part of the dialogue and decision making process.

 

John R. Clickener

Use of County Vehicles

   On 31 September ESO received an e-mail from "Concerned Citizen" with the e-mail address <againstessex@(omitted)> reporting the possible wrongful personal use of an Essex County Vehicle.  ESO is not part of the County Administration nor does it have law enforcement authority. ESO does oppose waste, fraud, and abuse and believes that all the County Ordinances, Policies, Regulations and other tools of responsible management should be easily accessible (available on the internet and in print at the library) to all the citizens of Essex County. Unfortunately, we didn't find a policy.

 

   The new County Administrator found that there are both an old and a new policy.  The old policy is primarily an administrative document dealing with titles, accidents, tags and insurance, etc. and doesn't seem to prescribe who, when, and how county vehicles may be used.  The new policy is explicit as to who, when, and how county officials and employees may use county vehicles.  It also encompasses the use of all motorized equipment, including construction equipment.  Finally, it incorporates a safe driving program to ensure that vehicle and equipment operators are properly licensed.

 

   This vehicle and equipment policies consolidate and will be coordinated with the new Essex County Personnel Policy Manual which will soon be published.  The final version will be proposed to the Board of Supervisors for Adoption/Readopt ion in the next few months.

 

   Back to the report by "Concerned Citizen."  The best way to initiate an inquiry about a possible waste, fraud, or abuse complaint is to immediately notify the County Administrator. 

 

   Specifically, regarding Essex County owned vehicles, other than those assigned to the Sheriff's Department and the School Board, there are only four county positions who have "Take Home" dedicated vehicles for Official Use.  They are: The Building and Zoning Official, the Maintenance Supervisor, the EMS Chief, and the Emergency Management Supervisor.  There are also occasions where it may be deemed that the use of a county vehicle for travel to meetings, training, conferences, etc. may be more cost effective than paying mileage for the use of a personal vehicle.  If so, the County Administrator may approve such use or may delegate that authority to a Department Supervisor. 

 

   ESO looks forward to the time when all County Ordinances, Policies, Instructions, budgets,etc. will be current and easily accessible an Essex County comprehensive web site and in print at our Public Library

 

John R. Clickener

County Chain of Command Made Clear

   Back on 31 July ESO asked the Board of Supervisors who the Deputy County Administrator worked for and a number of related questions.  We still don't have any answers from the Board or any of the Board Members.  However, the Board, when hiring our Acting County Administrator, made it clear that the Deputy County Administrator worked directly for the County Administrator.

 

   This will be reflected in the organizational chart (chain-of-command diagram) in the new Essex County Personnel Policy Manual which will soon be published.  Presumably the Position Description for the Deputy County Administrator will also be amended to reflect the approved authority line.

 

   There are still a number of questions that SHOULD be answered by the Board of Supervisors!

           

   Open Government and transparency are better served when sunshine illuminates the staffing policies and procedures of the Essex County Government and ALL the questions are answered.

 

John R. Clickener

 

Another Ray of Sunshine

The Board of Supervisors/County Administrator recently directed that the Minutes of the Board of Supervisors' Meetings be posted on the web.  This may sound like a very small accomplishment but it replaces years of darkness.  This little ray of sunshine makes it possible for every citizen of Essex County (and the world) to review the discussions, reports, and decisions of our government at any time and at any location where internet access is available.

Yet to be seen is how the process will work.  The current information appears to be the beginning of archival access to minutes in a manner similar to the access provided on the new Essex Public Schools web site.

There is some thought that the draft minutes could be posted immediately after each meeting.  This is preferable IF IT IS CLEAR that the minutes are in draft form and are subject to corrections, reformatting, and other changes.  Meeting Minutes are not binding until approved by the Board of Supervisors.

John R. Clickener

School Board Ray of Sunshine

The comprehensive and thoughtful presentation by the Essex County Public Schools Bus Transportation Supervisor was a burst of sunshine.  It also was the first public step in developing the FY 2013-2014 School Budget.  It is ESO's hope that this entire budget process will be collaborative and open to the public for the first time.  It's of concern that by mid-October the School Board has not published a comprehensive* Budget Development Calendar.  (* Comprehensive means that all meetings are announced and open to the public, all revenue and expenditure assumptions are disclosed to the public, that the budget fully addresses the NEEDS of the school system as required in the Code of Virginia, that public comments are considered at both the individual school and at the school system level, and the budget at each step is published in the format prescribed by the Code.)

Briefly, the Transportation Supervisor informed the School Board of the present status of the transportation system (busses and other vehicles), identified the need to develop a comprehensive vehicle replacement program, and encouraged the use of a cost benefit analysis in determining the benefits of maintenance parts and labor costs for aged high mileage vehicles, the improved fuel economy and extended service intervals of new vehicles, and the significant safety improvements incorporated in new vehicles.  ESO believes that he provided critical data and a realistic approach for developing the next budget.  His data also provides a sound model to create a plan for vehicle replacement planning. We appreciate his thoughtful solid work, his clear presentation, and his obvious dedication and professionalism.   

John R. Clickener

YOU Only Count if YOU Vote!

I was recently asked  to announce that October 30 is the last day Absentee Ballots can be mailed to voters. 

Thanks.  Larnie Flannagan, General Registrar Essex County

Further Vote 2012 information: 
1.  Absentee Voting (or early voting) is available now.  Contact the Ms. Flannagan's Office at 443-4611 for specific times. 

2.  This Election determines who will be the next President and Vice President of our nation, who  will be our junior Senator representing Virginia, who will be our Representative for the First Congressional District in Virginia, the enactment or failure of two Virginia Constitutional Amendments (one on property rights and one about procedures in the General Assembly), and in the CENTRAL District ONLY who will be elected to the School Board.

3.  A failure to vote is a statement that an individual is indifferent about their rights. responsibilities, and how representative, efficient, and effective government is.

John R. Clickener

Compensation – It Matters

     The single largest expense item in the Essex County Budget, which includes the County Government and Essex County Public Schools, is Personnel.  The personnel cost include direct compensation for salary and hourly wages, various benefits, and the government (the employer) portion of taxes plus some other small items.  An additional but significant cost is the cost related to personnel is recruiting and training our employees.

   The ESO post on 21 September provided information about the personnel turnover within the Public Schools.  The loss of experienced teachers and staff not only has a negative impact on the education of our children, it increases expenses and reduces efficiency and effectiveness.  Clearly, the turnover during the 2011-2012 school year created higher recruiting and training expenses.

   This post continues to bring sunshine to the wages of Essex County employees.  The compensation for the County Administrator and the Superintendent of Schools is reported in the posting of their employment contracts.  Those contracts also describe the additional benefits which are authorized as part of their total compensation and benefits packages.

  Please click on the following link to view a summary of many of the County Positions and the wage bands or ranges approved for those positions:

www.essexsunshine.org/pdflib/county-salary-scale-2012.pdf

The Constitutional Officer's and most of their staff's wages are prescribed by the Commonwealth and are not included in the summary. 

  A future post will contain compensation information for employees of the Public School System.

  Comments, suggestions, and questions are always welcome.

John R. Clickener