A regular meeting of the Board of Supervisors was held at 9:00am in the Board Meeting Room, 600 North Main Street, Woodstock, Virginia, on February 8, 2011. The following members of the Board of Supervisors were present: Chairman Conrad Helsley, Vice-Chairman Dennis Morris, Steve Baker, David Ferguson, Sharon Baroncelli and Dick Neese. Others present included County Administrator Doug Walker, Assistant County Administrator Mary Price, County Attorneys Don Litten and Jay Litten and Deputy Clerk Chris Sherman
Others in attendance included , Animal Shelter Manager Peggy Lahn, Building Code Official Geary Showman, Building Project Inspector Tim Ferguson, Budget Manager Garland Miller, Communications Supervisor Debbie Francis, Facilities Foreman Duane Williams, Fire Chief Gary Yew, Library Director Sandy Whitesides, Director of Parks and Recreation Pam Sheets, Director of Planning and Zoning Brandon Davis, Sanitary District Manager Rodney McClain, Sheriff Tim Carter, Solid Waste Operations Manager Brad Dellinger, Director of Tourism Natalie Wills and Treasurer Cindy George
Chairman Helsley called the meeting to order at 9:00am.
An invocation was given by Vice Chairman Morris followed by the Pledge of Allegiance.
Supervisor Morris made a Motion, seconded by Supervisor Baroncelli to approve the February 8, 2011 Meeting Agenda. The Motion was approved by a vote of 6-0.
PUBLIC COMMENTS (On new business agenda items only)
There were no public comments.
Supervisor Morris made a Motion, seconded by Supervisor Baker to approve the Consent Agenda correcting the signature line on the January 25 minutes to Vice Chairman Dennis Morris. The Motion was approved by a vote of 6-0.
- Approved the Minutes of the January 25, 2011 Regular Meeting.
PUBLIC HEARING(S) There were no public hearings.
Employee service awards
Awards were presented to Christopher Helsley for five years of service in the Solid Waste Management Department; Peggy Lahn for 10 years of service to the Animal Shelter; Chris Way for 10 years of service in the office of GIS; Lisa McDonald for 15 years of service in the offices of Commissioner of Revenue and General Registrar and Cathy Stuter for 15 years of service to the Library.
Comprehensive Financial Review
Doug Walker, County Administrator introduced the County’s Financial Advisors; Mr. David Rose and Mr. Courtney Rodgers, with Davenport and Company, LLC. It was acknowledged that Davenport and Company, LLC was hired by the County to serve as its Financial Advisors in 2009 in conjunction with the financing of the Health and Human Services Building and new District Courthouse and to assist Shenandoah County with financial decisions during the budget process. Mr. Walker stated that he supported the Board’s decision to retain the services of a Financial Advisor and to utilize their services for general financial planning expertise and debt management.
Mr. Rose and Mr. Rodgers presented a Comprehensive Financial Review for Shenandoah County. The report included a history of the past five years of revenue and operating expenses along with the challenges that face Shenandoah County over the next five years. He indicated the report is for information purposes only and no action is expected. He said that he was pleased to learn that the County is well positioned to manage its future debt portfolio. The report incorporated reasons for maintaining a “Rainy Day Fund” (Undesignated Fund Balance) to balance the budget. Mr. Rose suggested that Shenandoah County did not need to raise taxes at this time given the current economic environment and presented a multi-tiered and multi-year budget plan that included paying down selected capital leases in the total amount of about $434,000 over the next four years using undesignated fund balance, continuing austerity to achieve a net reduction in operational expenditures in the amount of $750,000 in each of the next two budget years; reducing to use of undesignated fund balance for operations to $1.2 million in FY12, $1 million in FY13 and $0 in FY14; and deferring cash funded capital projects in the amount of $1.9 million in each of the next two years.
Mr. Walker stressed the importance of noting the CIP amounts are for illustrative purposes only noting that the Board of Supervisors had not yet reviewed or approved a CIP for FY12 – FY16.
Supervisor Ferguson confirmed that some numbers were for informational purposes only and expressed the importance of how financial decisions made today can affect decisions made tomorrow. He said that this was a great exercise into the budget process.
Sheriff’s Department Annual Report
Sheriff Tim Carter and several staff members were on hand to present the Department’s Annual Report. He presented details from several divisions of the department including Court Services, Jail Division, Crime Prevention, the Patrol and Investigations Divisions and Accomplishments throughout the Department in 2010. He informed the Board that the ICE (Immigration and Customs Enforcement) program processed 38 illegal aliens in 2010.
His report also included information about the availability of Project Lifesaver in Shenandoah County, a device which assists in the search for citizens with Alzheimer’s and other health issues. Sheriff Carter gave updates on several investigations that took place in Shenandoah County including a gang rape, an embezzlement indictment, child sex abuse and grand larceny. He added that his staff has completed the implementation of the new Records Management System (RMS) with a total value of $953,119.00 in grants. He also highlighted a number of other initiatives including a Youth Leadership Camp and backback program.
STAFF REPORTS AND COMMENTS
Garland Miller, Budget Manager presented the January monthly Finance Report and re-appropriation requests stating the re-appropriations will be forwarded to the February 22 meeting for action.
Brandon Davis, Director of Planning and Zoning said his office continues to
have meetings twice a month with VDOT and the Health Department regarding ongoing development issues.
Geary Showman, Building Code Official presented the Departments statistics as they relate to Residential and Commercial building permits.
Gary Yew, Fire Chief confirmed the response times for 6am to 6pm continue to be a challenge as there are far fewer volunteers available during the daylight hours.
Chairman Helsley asked Chief Yew about how the merger between New Market Fire and Rescue was going. Chief Yew said it was going very well.
Brad Dellinger, Operations Manager for the Department of Solid Waste had no additional comments to the landfill report.
Duane Williams, Facilities Foreman for General Properties said that his staff continues to spend the majority of their time between the government center and the jail as obligations to the new Human Services Building are winding down.
Tim Ferguson, Building Projects Manager handed out a report with completion percentages for all phases of the new Courthouse.
Pam Sheets, Director of Parks and Recreation informed the Board that the winter programs continue to do very well. She also stated that she has attended meetings with Towns for regarding possible Lifeguard sharing at the various summer swimming pools.
Peggy Lahn, Manager of the Animal Shelter expressed satisfaction in the fact that the dog kennels have been painted and paid for all by donations.
Mr. Herb Cormier, Environmental Specialist with the Health Department
presented a report confirming the usual seasonal downturn in activity and said the office has been busy screening calls regarding State Regulations for the Alternative Onsite Septic Systems. He said a presentation is being prepared for the public later in the Spring.
OLD BUSINESS – There was no old business to discuss.
- 1. Consideration to approve the Shenandoah County Parks and Recreation Advisory Board By-laws changing its meetings to the fourth Wednesday of the selected month.
Mr. Walker apologized to the Board and stated this item does not need action at this
time and was presented for information purposes only. He said that it will be placed on the February 22, 2011 Board Agenda for action.
- 2. Discussion regarding Virginia Department of Transportation (VDOT) and Northern Shenandoah Valley Regional Commission (NSVRC) Rural Long Range Transportation Plan.
Brandon Davis, Director of Planning and Zoning indicated this document is very
comprehensive and contains many suggested improvements but is to only be considered as
a planning document.
Supervisor Baroncelli expressed concern about the Rt. 11 Old Valley Pike Corridor Plan and said it is very important to receive public comments first.
Mr. Walker said the Regional Commission is receiving public comment through February.
No action was taken by the Board on this item. Supervisors were encouraged to provide any individual input to Mr. Davis so that he could forward those comments to the NSVRC by the middle of February if possible.
- 3. Request to schedule a Public Hearing to receive citizen comment on a proposed ordinance to allow the Treasurer to charge an administrative fee on delinquent taxes.
Cindy George, Shenandoah County Treasurer asked the Board to schedule a public
hearing for a new ordinance allowing a fee on delinquent taxes. She said that delinquent notices are mailed in January with a due date in February.
Supervisor Morris said this would be a good way to recoup money as a fee for service.
Ms. George said this fee would only apply to those who completely ignore payment of their annual Real Estate and Personal Property taxes.
Supervisor Morris made a Motion, seconded by Supervisor Baroncelli to schedule a public hearing on March 22, 2011. The Motion was approved by a vote of 6-0.
- 4. VDOT
- a. Secondary System Improvement Plan (6-Yr Plan)
Mr. Jerry Copp, presented information regarding the Six Year Road Plan and stated the plan includes three new projects that were previously included in the plan, then removed, but have been re-added. He also said that funding for these projects comes from State and Federal monies.
Supervisor Baroncelli made a Motion, seconded by Supervisor Baker to send the
Six Year Road Plan to a Public Hearing on March 22, 2011 followed by discussion at the April 7 Board of Supervisors Work Session. The Motion was approved by a vote of 6-0.
- b. Resolution Requesting Single Lane Bridge Replacement Rt. 600
Supervisor Baroncelli made a Motion, seconded by Supervisor Baker to consider a resolution requesting replacement at the April 12, 2011 Board Meeting. The Motion was approved by a vote of 6-0.
PUBLIC COMMENTS (Non-Agenda Items)
Ms. Kim Bishop of 728 Crystal Lane Strasburg expressed her opposition to State Mandates. She asked the Board to request a moratorium and hold State Officials accountable during their bids for re-election.
BOARD MEMBERS’ COMMENTS
Chairman Helsley indicated that he and Supervisor Morris had just returned from Legislative Day in Richmond and that State mandates are a hot topic.
Mr. Walker reminded the audience about the Joint Meeting on Tuesday, February 15, 2011 at 7:00pm between the School Board and the Board of Supervisors regarding the Edinburg School.
OTHER BUSINESS - none
CLOSED SESSION- There was no Closed Session.
With no further business to come before the Board, the meeting was adjourned at 12:25 pm.
Conrad A. Helsley, Chairman
Douglas C. Walker, Clerk of the Board