Regular Meeting – April 25, 2012
Regular Meeting, Wednesday, April 25, 2012, at 7:00 p.m. Government Center, Verona, VA.
PRESENT: Tracy C. Pyles, Jr., Chairman
David R. Beyeler
David A. Karaffa
Marshall W. Pattie
Michael L. Shull
Larry J. Wills
Timmy Fitzgerald, Director of Community Development
Becky Earhart, Senior Planner
Jennifer M. Whetzel, Director of Finance
Patrick J. Morgan, County Attorney
John C. McGehee, Assistant County Administrator
Patrick J. Coffield, County Administrator
Rita R. Austin, CMC, Executive Secretary
ABSENT: Jeffrey A. Moore, Vice-Chairman
VIRGINIA: At a regular meeting of the Augusta County Board of Supervisors held on Wednesday, April 25, 2012, at 7:00 p.m., at the Government Center, Verona, Virginia, and in the 236th year of the Commonwealth….
Chairman Pyles welcomed the citizens present.
Ashleigh Laraway, a senior at Wilson Memorial High School, led the Pledge of Allegiance.
Ashleigh plans on attending Bridgewater College majoring in Biology and Chemistry and emphasize in Pre-Pharmacy. This year, Ashleigh participates in cheerleading and the Debate Team.
Tracy C. Pyles, Jr., Pastures District, delivered invocation.
MATTERS TO BE PRESENTED BY THE PUBLIC
Page Graves shared census statistics of 2010 with the Board, emphasizing the number who pay real estate taxes, and expressed that he did not support the raising of taxes.
He mentioned that there were many in his community who did not receive County services and felt it unfair to raise real estate taxes.
ELECTORAL BOARD POLLBOOKS
The Board considered recommendation of Electoral Board regarding purchase of electronic pollbooks Funding Source: CIP Account #80000-8049 $15,500 Patrick J. Coffield, County Administrator, advised that this had been discussed at Monday’s Staff Briefing. He noted that most of the State has converted over to electronic pollbooks. The State will be responsible for 80% of the cost; Augusta County will be responsible for 20% of the cost.
Mr. Beyeler moved, seconded by Mr. Karaffa, that the Board approve the request.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
COMPANY 10 VOLUNTEERS
The Board considered equipment funding request of volunteers.
Funding Source: Beverley Manor Infrastructure Account #80000-8011-54 $27,145.13 Mr. Karaffa mentioned that he would like to have this item removed because Company 10 hoped their funding would be restored based upon the previous formula. Mr. Beyeler suggested that the item be tabled.
Mr. Karaffa moved, seconded by Mr. Beyeler, that the Board table the request to May 23, 2012 for further discussion.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
BERRY FARM TIMBER BIDS
The Board considered award of bid to Burke Family Logging, Craigsville, VA, for cutting of marketable timber at Berry Farm (North River District).
Mr. Coffield reported that this had been discussed at Monday’s Staff Briefing. Several questions were raised:
1. Diameter of the trees? Six inches and larger 2. How will we be assured contractor will restore timber tracks per State Forestry requirements of clean up? A) References checked – good; B) Backup plan – Project Grows could use debris as mulch; C) Natural Chimneys – firewood can be used Mr. Shull asked if there was a difference in size for pine and oak. Mr. Coffield felt that it would be the same. Mr. Shull felt that the price was not sufficient for oak.
Mr. Karaffa asked why the contractor was not responsible to clean up and remove debris. Mr. Coffield said that it was the Department of Forestry’s Best Management practice for contractors to remove as much as they can. Mr. Shull felt there was too many unanswered questions.
Mr. Shull moved, seconded by Mr. Beyeler, that the Board table this item until May 9th.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
CRAIGSVILLE POLICE DEPARTMENT
The Board considered proposal to assist Town in the purchase of a police cruiser in an amount up to $25,000.
Funding Source: Pastures Infrastructure Account #80000-8014-81 $25,000 Mr. Coffield reported that this had been discussed at Monday’s Staff Briefing. He noted that the Procurement Officer was able to find a new vehicle meeting the specifications of the Town.
Mr. Pattie moved, seconded by Mr. Karaffa, that the Board approve the request.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
ORDINANCE COMMITTEE REPORT
The Board considered advertisement of proposed Ordinance Changes for public hearing.
Becky Earhart, Senior Planner, reported that the Board received a briefing at Monday’s Staff Briefing on four ordinances that the Ordinance Committee submitted with the recommendation to advertise for public hearing. The ordinance on the reorganization of the Community Development Department and Building Inspections and dissolving of the Upper Valley Regional Park Authority as well as the coal, gas, and oil ordinance only had to come before the Board of Supervisors. The ordinances on height in Multi- Family Residential Districts and Village Mixed Use will need to go before the Planning Commission before the Board makes its decision. It has been suggested that all of the ordinances could be heard on June 27th.
Mr. Wills moved, seconded by Mr. Shull, that the Board authorize staff to move forward with the Planning Commission and advertise for public hearing for the Board of Supervisors on June 27th .
Mr. Wills asked that, in particular with the ordinance involving small towns, information be posted in those areas. He felt if there were any concerns, that they be known now instead of later.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
FIRE AND RESCUE EQUIPMENT GRANT PROGRAM
The Board considered Committee’s recommendations as it relates to Equipment Grant request from the following agencies:
Agency Request Recommendation Funding Source Verona Vol. Fire $33,384.75 $19,025.15 80000-8152 Churchville Vol. Fire $50,000.00 $29,953.00 80000-8152 Riverheads Vol. Fire $16,398.35 $16,398.35 80000-8152 Swoope Vol. Fire $19,019.72 $18,037.54 80000-8152 Dooms Vol. Fire $16,000.00 $ 6,000.00 80000-8152 Stuarts Draft Vol. Fire $22,831.00 $22,831.00 80000-8152 Lt. Minday Craun, Volunteer Coordinator, reported that there had been two rounds of grant requests that were considered in September 2011 and March 2012. Six agencies had put in a request for grant funds out of the Fire and Rescue Equipment Grant Program. The recommendation was that all six agencies get at least partial funding.
Mr. Karaffa moved, seconded by Mr. Pattie, that the Board approve the request.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
* * *
REVOLVING LOAN POLICY
Fire Chief Carson Holloway reported that, at the Officers Emergency Association meeting, it was agreed that:
1. Maximum Loan:
a. 1.1 – “Loans for equipment exceeding $300,000 require no minimum matching funds from the fire company. Equipment with a cost less than $300,000 shall require 20% matching funds from the fire company.
b. 1.6 – “Apparatus must meet NFPA 1901 Standard and ISO Regulations 2. Determination of Eligibility:
a. 4.4 – Strike the language “number of alarms answered in Augusta County”. Fire Chief asked that objective guidelines be provided. The ACESOA discussed appointing a committee to review guidelines for the Fire Chief.
Mr. Shull added that it was pointed out that most of this equipment is over $300,000 so matching funds from the requesting agency would be necessary.
Questions were raised if the cost was lower than $300,000, would the cost be raised so that a matching fund would not be needed. Chairman Pyles said that was mentioned at the meeting and felt that would not happen.
Mr. Pattie asked why three companies abstained. Fire Chief Holloway did not know the answer.
Lt. Craun noted that out of the 11 agencies present, 8 were fire companies and 3 were rescue squads.
Fire Chief Holloway was asked if he recommended this. He did recommend approval noting that the Committee had a check and balance process. Under Section 5, the Review Committee consisting of the Emergency Services Committee of the Board of Supervisors; Chairman of Emergency Services Officers Association; County Chief of Fire and Rescue; and Appointed Fire Officer evaluates the application and makes recommendation to the full Board of Supervisors.
Mr. Shull moved, seconded by Mr. Beyeler, that the Board approve the “revised” Revolving Loan Policy, as submitted.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
* * *
Chairman Pyles asked if the question on hours had been answered. Fire Chief Holloway explained that the question had been raised at Monday’s Staff Briefing of the career hours being changed from 6 to 6 to 7 to 7. The question has been submitted to the Officers Association for feedback. He said that he would present the information to the Board once received.
TEAVERTON STORMWATER MANAGEMENT
The Board considered recommendations of Community Development regarding Stormwater Management improvements (Wayne District).
Funding Source: Wayne Infrastructure Account #80000-8017-74 $5,000 Chairman Pyles reported that this had been discussed at Monday’s Staff Briefing noting that Mr. Moore was supportive of the recommendations.
Mr. Karaffa moved, seconded by Mr. Beyeler, that the Board approve the request.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
WAIVERS/VARIANCES – NONE
CONSENT AGENDA
Mr. Beyeler moved, seconded by Mr. Wills, that the Board approve the consent agenda as follows:
MINUTES
Approved the following minutes:
• Budget Work Session Meeting, Wednesday, April 4, 2012 • Regular Meeting, Wednesday, April 11, 2012
MILLS CREEK DAM
Considered construction phase of project and financial/operating agreements (South River District):
1. Memorandum of Understanding between USDA-NRCS and Augusta County 2. Project Agreement 3. Project Cost and In-Kind Credit Computation 4. Operation and Maintenance Agreement 5. Operation and Maintenance Plan 6. Operation and Maintenance Plan Cost Estimate Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
(END OF CONSENT AGENDA)
MATTERS TO BE PRESENTED BY THE BOARD
The Board discussed the following issues:
Mr. Wills: Blue Ridge Community College Scholarship Luncheon – Great event!
Commended the community for its support and students. Information will be placed in Board’s mail slots.
Mr. Shull: Market Animal Show – May 2nd and 3rd. “Please come out and support the kids!” Mr. Karaffa:
1. As a member of CAP-SAW, went on yearly Blue Ridge Food Bank visit – “Thank you for services provided.” 2. Budget (County office supplies) – asked that County Administrator review options for limiting copying of documents for Board members.
SPECIAL MEETING, MAY 2, 2012
Mr. Karaffa moved, seconded by Mr. Pattie, that the Special Meeting be held on Wednesday, May 2nd at 7:00 p.m.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
MATTERS TO BE PRESENTED BY STAFF
Staff discussed the following issues:
1. Department of Social Services Awards
a. Child Abuse and Neglect (State)
b. Major Benefits (State)
c. CPS Local Task Force (Regional)
2. Governance (Regional) – information distributed to Board. Included in packet was a list of accomplishments. Asked if the Board would like to add anything to the list for the Chairman to discuss with Mayors at semi-annual meeting.
3. NACo Prescription Drug Program – Savings to citizens: $347,689 4. Scholastic Way Project Summary distributed to Board. Tentative allocation from VDOT of additional funds: $245,000; Local 20% match will be required: $31,485 5. USDA proposed lease – Ms. Whetzel mentioned that USDA is asking for a 10- year term. She asked the Board of a possibility of counter-proposing a 5-year term with a 5-year extension. Chairman Pyles asked the rationale of the proposal. Ms. Whetzel said the rationale would be that if there were another need for the building in 5 years, it would be easier to do so. Also, a CPI increase could be included in the extended 5 years. Patrick J. Morgan, County Attorney, added that a lease for over a period of 5 years has to be done by deed and recorded in the Circuit Court. Mr. Coffield added that DSS is located in an old warehouse that was converted into office space. Long-range plans would be to relocate regional DSS to WWRC campus (next to VEC).
AUGUSTA COUNTY/AUGUSTA COUNTY SERVICE AUTHORITY COMMITTEE
(agency efficiency review) Mr. Beyeler asked that an organizational/planning meeting be scheduled on May 2nd.
Chairman Pyles reported to the public that the Committee would consist of Chairman Pyles, Vice-Chairman Moore and County Administrator Coffield; ACSA members would consist of David Beyeler, Larry Howdyshell and Bo Beasley. Mr. Karaffa said there was a citizen in the audience interested in serving on the committee. Chairman Pyles suggested that the Committee start with members chosen and welcomed the person to attend the meeting.
Mr. Beyeler moved, seconded by Mr. Pattie, that a meeting be scheduled on May 2nd at 4:00 p.m. in the County Administrator’s conference room.
AUGUSTA COUNTY/AUGUSTA COUNTY SERVICE AUTHORITY COMMITTEE
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
CLOSED SESSION
On motion of Mr. Karaffa, seconded by Mr. Wills, the Board went into closed session pursuant to:
(1) the personnel exemption under Virginia Code § 2.2-3711(A)(1) [discussion, consideration or interviews of (a) prospective candidates for employment, or (b) assignment, appointment, promotion, performance, demotion, salaries, disciplining or resignation of specific employees]:
A) Boards and Commissions (2) the economic development exemption under Virginia Code § 2.2-3711(A)(5) [discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of its interest in locating or expanding its facilities in the county]:
A) Industrial Prospect On motion of Mr. Karaffa, seconded by Mr. Pattie, the Board came out of closed Session.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
The Chairman advised that each member is required to certify that to the best of their knowledge during the closed session only the following was discussed:
1. Public business matters lawfully exempted from statutory open meeting requirements, and 2. Only such public business matters identified in the motion to convene the executive session.
The Chairman asked if there is any Board member who cannot so certify.
Hearing none, the Chairman called upon the County Administrator/ Clerk of the Board to call the roll noting members of the Board who approve the certification shall answer AYE and those who cannot shall answer NAY.
Roll Call Vote was as follows:
AYE: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles NAY: None
ABSENT: Moore
The Chairman authorized the County Administrator/Clerk of the Board to record this certification in the minutes.
ADJOURNMENT
There being no other business to come before the Board, Mr. Karaffa moved, seconded by Mr. Shull, the Board adjourned subject to call of the Chairman.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
Chairman County Administrator
H:4-25min.12
