Board Work Session

Board Conference Room
600 North Main Street
Woodstock, VA 22664

Minutes of the Board of Supervisors
Regular Work Session
 January 4, 2018

A regular work session of the Board of Supervisors was held at 4:00 p.m. in the Board Conference Room of the Government Center, 600 North Main Street, Woodstock, Virginia, on Thursday, January 4, 2018.  The following members of the Board of Supervisors were present:  Chairman Conrad A. Helsley, Vice Chairman Dick Neese, Steve Baker, Richard Walker and Dennis Morris.      Others present included County Administrator Mary Price, Assistant County Administrator Evan Vass, Director of Finance Harrison Nicholson and Deputy Clerk Chris Sherman.

Supervisor Karl Roulston was absent.

Topics of Discussion: 

  1. Discussion regarding relocation of the Toms Brook voting precinct.

Lisa McDonald, Voter Registrar and members of the Electoral Board Vice Chair Jeannie Russell and Secretary/Treasurer Ron Mumaw were in attendance.

Ms. Russell explained that the Round Hill Church of Brethren is no longer interested in hosting the voting precinct and has asked the County to find another location.  She said to relocate the site, a public hearing would have to be scheduled and voters would have to be notified before the June primary election.  She said she has spoke with Duane Williams, Facilities Foreman for the County and agree the best relocating option is the Toms Brook Volunteer Fire Department.  Ms. Russell indicated she and Mr. Williams met at the site today and noted some minor changes would be necessary for the handicap entrance.

Supervisor Neese asked if the American Disability Act (ADA) organization had reviewed the changes and Ms. Russell said no.

Ms. Price explained that the Code Enforcement office assists with ADA Compliance regulations.  She asked if the board has a general consensus to move forward, then the public hearing could occur at the night meeting on January 23, 2018.

  1. Discussion regarding pharmaceutical distribution at the Northwestern Community Services Board.

Mike Elwell, Executive Director of NWCSB explained that as a way to improve services at the local clinic in Woodstock, they would like to offer an onsite pharmacy service through Genoa Pharmacy. He stated it would be cheaper and more efficient to dispense the medication from a small area inside the clinic versus using Lantz Pharmacy in Stephens City.

Supervisor Walker said he had concern about storing medicine in an unsecure area and Ms. Price stated they have a secure area already.

Jason Ham, County Attorney explained that because NWCS is located in the Health and Human Services building and it is funded through a Virginia Resource Authority bond, the VRA would need to approve this idea followed by a lease agreement.

Ms. Price explained that a public hearing is required and could be scheduled for January 23, 2018, pending authorization from the VRA.

  1. Discussion regarding a request to relieve tipping fees for a county thrift store.

Mr. Gary Hines, Executive Director of the Shenandoah County Thrift Store was in attendance as Bill Erbach could not attend.

Pat Felling informed the Board that he had researched other localities to see how they handle excessive televisions and relief of tipping fees with local thrift stores and all of them no longer offer support or relief of tipping fees.

Mr. Gary Hines explained that the excessive drop off of TV’s at their site did not become a burden until approximately 1.5 years ago when the County started charging a fee for televisions.   He said that his staff will reject televisions and other non-sellable items when we are open for business, but when the store is closed, the public uses our location as a drop off and this has created an enormous mountain of televisions.

Ms. Price suggested the County give the thrift store a longer period of time to pay for the televisions once they are dropped off.

Chairman Helsley worried how the store could prevent further improper dumping.

Supervisor Walker worried if the County provides relief to one thrift store they would have to provide relief to all thrift stores.

Mr. Felling requested a coordination of schedules with the thrift store ensuring the landfill has enough containers available.  He explained that the County does not gain revenue by charging for the televisions and is only attempting to recoup some of the cost for disposal themselves.

The Board made a general consensus to move forward with Ms. Price suggestion asking Mr. Felling and Mr. Hines to coordinate schedules.

  1. Discussion regarding the annual 2017-2018 Virginia Department of Health Locality Agreement for the Lord Fairfax Health District.  

Ms. Price explained that this has already been approved in the FY18 budget, but the Health Department went through administrative changes and the contract is just now coming through our office.

Chairman Helsley said the board could approve this at the January 9 board meeting.

  1. Discussion regarding the meeting Rules and Procedures 2018.

Jason Ham, County Attorney offered legal suggestions and clarifications regarding proposed amendments and board members shared their thoughts and opinions.  He confirmed the new meeting schedule would commence on February 1 and meetings would occur on the first Thursday at 4:00 p.m. and the fourth Tuesday at 7:00 p.m.

Ms. Price acknowledged recent emails and the concern about eliminating one of the public comment sections on the agenda and explained there is no intent to shorten the public’s comments and is designed to remove confusion on when the public can speak during a meeting.

Chairman Helsley reminded the board that the rules and meeting format could be modified later but suggested the board experiment with the amended rules at this time.  He stated the board would take action at the January 9 board meeting regarding the Rules and Procedures.

With no further comments, the meeting was adjourned at 5:15 p.m.



Conrad A. Helsley, Chairman

ATTEST:  _______________________

Mary T. Price, Clerk of the Board