Board of Supervisors Day Meeting

 

            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 March 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,   Facilities Foreman Duane Williams,  Fire Chief Gary Yew,    Director of Parks and Recreation Pam Sheets,  Director of Planning and Zoning Brandon Davis,  Sanitary District Manager Rodney McClain   Solid Waste Operations Manager Brad Dellinger,  Director of Tourism Natalie Wills, School Superintendent Dr. Keith Rowland and  Director of School Finances Jeremy Raley,

 

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 Baker to approve the March 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.

CONSENT AGENDA                                                                                            

Supervisor Morris made a Motion, seconded by Supervisor Baroncelli to

approve the Consent Agenda as presented.     The Motion was approved by a vote of 6-0.

 

  1. 1.                  Approval of Minutes – February 15, 2011 Joint Meeting and February 22, 2011 regular meeting.
  2. 2.                  Appointment of Greg Kwiatkowksi to serve as the District 2 Representative to the Parks and Recreation Advisory Board completing an unexpired term until December 31, 2012.
  3. 3.                  Appointment of Teber Amos as the Town of Woodstock representative for the Parks and Recreation Advisory Board completing an unexpired term until December 31, 2012.
  4. 4.                  Re-appointment of Richard Byers to serve on the Board of Building Code appeals for another five year term.

PUBLIC HEARING(S)       There were no public hearings.

 

 

SPECIAL PRESENTATION(S)   There were no special presentations.

 

 

STAFF REPORTS AND COMMENTS                                                                                   

 

            Garland Miller, Budget Manager presented the February monthly Finance Report and re-appropriation requests stating the re-appropriations will be forwarded to the March 22, 2011 meeting for action.

Brandon Davis, Director of Planning and Zoning informed the Board that 2010 Census data has been received and is being updated with plans to present to the Planning Commission and the Board of Supervisors in the next several months.

Geary Showman, Building Code Official presented the department’s statistics as they relate to Residential and Commercial building permits, comparing them to previous fiscal years.  Mr. Showman informed the Board that as of March 1, the 2009 State ICC Codes have been adopted .

Gary Yew, Fire Chief said that the February response data still meets the guidelines adopted by the Fire and Rescue Association.  He said that his office is working on a report identifying the amount of personnel required for each call.

Supervisor Ferguson expressed his desire for recovering funding from the Federal Government for the amount of time and money the County dedicates to Interstate 81 accidents.

Mr. Yew explained to the Board that the amount of time the volunteers spent during the recent forest fire in Conicville would have translated into $19,000 from the 12 o’clock noon hour to 12 o’clock midnight according to FEMA standards.

Brad Dellinger, Operations Manager for the Department of Solid Waste said there is no additional information to add to his monthly report.

Duane Williams, Facilities Foreman for General Properties confirmed the statistics presented in  his report.  Supervisor Ferguson commended Duane and his crew for their talent and workmanship in saving the County money.

Tim Ferguson, Building Projects Manager explained to the Board how some tasks are ahead of schedule while others are behind at the District Courts.

Pam Sheets, Director of Parks and Recreation added no additional information to her monthly report.

Peggy Lahn, Manager of the Animal Shelter informed the board of a planned training seminar for the entire Animal Shelter staff in Harrisonburg.

 

OTHER REPORTS

 

             

 

OLD BUSINESS – There was no old business to discuss.

 

  1. Consideration to proceed with Phase 1 Tasks 3-5 of the Landfill Gas Extraction project being conducted by Joyce Engineering.

Doug Walker explained to the Board that there was no urgency to act, however the project is scheduled to move forward at this point.

Supervisor Ferguson stated that it is important to have a good understanding of carbon credits as we look at spending dollars and said he wondered what the anticipated revenue would be to offset the cost of the project.  He said he would like to see a business plan.

Mr. Walker said there is an operational plan with no personnel or engineering costs, however this is an active gas system with equipment infrastructure and maintenance costs.

Chairman Helsley suggested moving the item to the March 22, 2011 night meeting.

 

  1. 2.      Request from Shenandoah County Public Schools to consider re-appropriation of FY10 unspent funds. 

Supervisor Ferguson said that the Board of Supervisors really has no choice on the decision of the Special Budget Carryover.

Supervisor Ferguson made a Motion seconded by Mr. Neese to approve the Special Budget carryover in the amount of $210,444.  The Motion was approved by a roll call vote of 6-0 as follows:

 

Baker               aye                   Helsley            aye

Morris              aye                   Baroncelli        aye

Neese              aye                   Ferguson         aye

 

Supervisor Ferguson said that he preferred not to act on each School Re-appropriation that is listed separately as it is up to the Board of Supervisors to allocate the money and the Schools to decide where they spend it.

Supervisor Ferguson made a Motion, seconded by Mr. Neese to re-appropriate the under-expenditure allocation in the amount of $868,829 with the condition that the upcoming budget be reduced in the same amount.

Chairman Helsley asked Mr. Walker if the motion passes, can the money be spent for CIP or operational purposes.

Mr. Walker said that the Board has the authority to allocate one lump sum which gives the school board the responsibility to spend as they see fit.  He added that the Board of Supervisors can hold the money in reserve but that the School is  not permitted to hold a fund balance.

Supervisor Morris said that he did not want to take money away from the schools next year.

Supervisor Baroncelli asked Dr. Rowland if this re-allocation would help next year budget.

Dr. Rowland said no, that these are one time costs that if appropriated in the current fiscal year would be spent in the current fiscal year.

Supervisor Fergusons motion failed with a 4-2 roll call vote as follows:

 

Baroncelli        nay                  Morris              nay

Helsley            nay                  Baker               nay

Neese              aye                   Ferguson         aye

 

Supervisor Ferguson made a Motion, seconded by Supervisor Neese to not re-appropriate the entire $868,829 and instead to place all of the money back into the General Fund.   The Motion failed with a 4-2 roll call vote as follows:

 

Baker               nay                  Helsley            nay

Morris              nay                  Baroncelli        nay

Neese              aye                   Ferguson         aye

 

Supervisor Baker made a Motion, seconded by Supervisor Morris to place half of the under-expenditure back into the general fund and earmark the remaining half for schools to use.   The Motion failed with a 4-2 roll call vote as follows:

 

Baroncelli        nay                  Morris              aye

Helsley            nay                  Baker               aye

Neese              nay                  Ferguson         nay

 

Supervisor Neese made a Motion, followed by no seconds to move the entire

$868, 829 into a capital reserve fund for building purposes only.   A second was called for three times and not received. Therefore the motion died for lack of a second.

 

Supervisor Baroncelli made a Motion, seconded by Supervisor Morris to allocate money to be used for the repair of the North Fork Middle School.

County Attorney Jay Litten reminded the Board what Mr. Walker said earlier that you can only re-appropriate as one lump sum, you are not able to tie it to  specific uses.

Supervisor Ferguson said that the Board is only  making suggestion for what the schools do with the funds.

Supervisor Baroncelli modified her motion, seconded by Supervisor Morris to approve $443,000 to the school to spend as they see fit with the remaining amount of $425,829 going back into the General Fund.  The Motion passed with a 4-2 roll call vote as follows:

 

Baker               aye                   Helsley            nay

Morris              aye                   Baroncelli        aye

Neese              aye                   Ferguson         nay

 

Supervisor Morris made a Motion, seconded by Supervisor Baker to place the entire $868,829 in a rainy day CIP fund to be designated for school purposes.  The Motion failed with a 4-2 roll call vote as follows:

 

Baroncelli        nay                  Morris              aye

Helsley            nay                  Baker               aye

Neese              nay                  Ferguson         nay

 

Supervisor Ferguson expressed his concern about balancing the budget and a firm request to not set up special accounts. He urged the Board to not muddy the water as the County already has a reserve fund.

 

 

  1. 3.      Discussion regarding an Environmental Evaluation and Phase I Historic Tax Credit determination for the Edinburg School project. 

 

Mr. Walker indicated the costs are broken down in your packet with a Hazardous Materials Survey not exceeding $7250.00, Storage tank investigation not exceeding $5,000 and a Historic Tax Credit Determination not to exceed $5,000.

Supervisor Baroncelli asked who would be determining the Tax Credit status.

Mr. Walker said that the Shenandoah Area Agency on Aging has received expert advice on their relocating to the old school.

Supervisor Baroncelli asked if there was any benefit to performing a tax credit investigation at the Historic Courthouse.  Mr. Walker said that the courthouse is deed restrictive and that would need to be cleared up.

Supervisor Neese made a Motion, seconded by Supervisor Baker to accept the contracts executing the stated evaluations.  The Motion was approved by a vote of 6-0.

 

NEW BUSINESS

               

  1. 1.      Discussion regarding acceptance of bid for the Leachate/Septage Project.

            Mr. Walker said that bids have been received and the project is ready to get under way and would be ready for action at the March 22, 2011 night meeting.

Rodney McClain said that twelve bids were received with the lowest bid coming in at $1,011,825.000 by Panhandle Builders and that the low bid was more than $800,000 lower than recent cost estimates.

 

  1. 2.      Discussion regarding the Public Private Education Facilities and Infrastructure Act of 2002 (PPEA).

The Board was presented with a draft of a revised PPEA guidelines for consideration. Mr. Walker said that the PPEA has been identified as a potential procurement option for the Edinburg School project and the County Attorney was requested to review and revise the policy to reflect current regulations. Board members expressed interest in seeing a “red-lined” version to see the specific changes.  The  matter was referred to the  March 22, 2011 night meeting for further consideration.

                                                                                                                                 

 

PUBLIC COMMENTS (Non-Agenda Items)        There were no public comments.

 

BOARD MEMBERS’ COMMENTS

 

            Supervisor Morris commented on a recent newspaper article in the Free Press and the reporter who wrote it.   He presented the actual facts about all the changes taking place in the Planning and Zoning office and expressed his disappointment to the  reporter for not reporting the information accurately.  He said the distorted information is unfair to the County employees, the Board and the public.

 

Supervisor Helsley asked that discussion be added to the March 22 Board Meeting regarding the formation of a re-districting committee.

 

ADMINISTRATOR'S COMMENTS    There were no administrator comments.

 

             

OTHER BUSINESS - none

 

CLOSED SESSION- There was no Closed Session. 

 

With no further business to come before the Board, the meeting was adjourned at 11:03am.   

           

 

 

*****

 

______________________________

Conrad A. Helsley, Chairman

ATTEST:

___________________________

Douglas C. Walker, Clerk of the Board