Staff Briefing Meeting – September 23, 2013
Staff Briefing Meeting, Monday, September 23, 2013, 1:30 p.m. Government Center, Verona, VA.
PRESENT: Jeffrey A. Moore, Chairman
Larry J. Wills, Vice-Chairman
David R. Beyeler
David A. Karaffa
Marshall W. Pattie
Tracy C. Pyles, Jr.
Michael L. Shull
Jennifer M. Whetzel, Director of Finance
Doug Wolfe, County Engineer
Patrick J. Morgan, County Attorney
Patrick J. Coffield, County Administrator
VIRGINIA: At an adjourned meeting of the Augusta County Board of Supervisors held on Monday, September 23, 2013, at 1:30 p.m., at the Government Center, Verona, Virginia, and in the 238th year of the Commonwealth….
VDOT ROADS
1. The Board discussed the VDOT status report of August 26, 2013, staff briefing meeting.
The Board accepted monthly report as information.
2. The Board discussed the FY2015 Revenue Sharing Program.
The Board authorized placing on the October 23, 2013, regular agenda for consideration. Board members are to submit reports in advance to County Administrator/VDOT staff prior to the Board meeting.
3. The Board discussed Route 636 – Bikeway/Pedestrian Extension (80/20).
The Board authorized placing on the October 9, 2013, regular agenda for consideration. A public meeting is required prior to Board approval.
4. The Board discussed Scholastic Way Extension (80/20).
The Board authorized placing on the October 9, 2013, regular agenda for consideration. A public meeting is required prior to Board approval.
ECONOMIC DEVELOPMENT
The Board discussed the Economic Development monthly report.
The Board accepted monthly report as information.
FIRE AND RESCUE
1. The Board discussed the Fire and Rescue status report of August 26, 2013, staff briefing meeting.
The Board accepted monthly report as information.
2. The Board discussed Time Management System.
The Board authorized placing on the September 25, 2013, regular agenda for consideration.
3. The Board discussed ISO.
The Board accepted report as information.
4. The Board discussed Burn Building Usage by year.
The Board accepted report as information.
5. The Board discussed Wildfire Protection Plan.
Jennifer Whetzel, Director of Finance, presented the funding proposal for the “Implementation Phase” of the Wildfire Protection Plan using Federal Forestry funds.
The Board authorized placing on the September 25, 2013, regular agenda for consideration.
ELECTRONIC MEETINGS
The Board discussed recent State Code changes as noted below.
The State Code (§ 2.2-3708.1) provides participation in meetings in an event of emergency or personal matter; certain disabilities; distance from meeting location for certain public bodies as follows:
1. If, on or before the day of a meeting, a member of the public body holding the meeting notifies the chair of the public body that such member is unable to attend the meeting due to an emergency or personal matter and identifies with specificity the nature of the emergency or personal matter, and the public body holding the meeting (a) approves such member’s participation by a majority vote of the members present at a meeting and (b) records in its minutes the specific nature of the emergency or personal matter and the remote location from which the member participated.
Such participation by the member shall be limited each calendar year to two meetings or 25 percent of the meetings of the public body, whichever is fewer.
2. If a member of a public body notifies the chair of the public body that such member is unable to attend a meeting due to a temporary or permanent disability or other medical condition that prevents the member’s physical attendance and the public body records this fact and the remote location from which the member participated in its minutes; or 3. If, on the day of a meeting, a member of a regional public body notifies the chair of the public body that such member’s principal residence is more than 60 miles from the meeting location identified in the required notice for such meeting and the public body holding the meeting (a) approves such member’s participation by a majority vote of the members present and (b) records in its minutes the remote location from which the member participated.
Participation by a member of a public body as stated above shall be only under the following conditions:
1. A quorum of the public body is physically assembled at the primary or central meeting location; and 2. The public body makes arrangements for the voice of the remote participant to be heard by all persons at the primary or central meeting location.
The Board accepted report as information.
LEGISLATIVE PACKAGE
The Board discussed 2014 General Assembly Legislative Package.
The Board accepted report as information. The Board asked if the time of the Legislative Dinner on October 21st could be changed to an earlier time due to a scheduling conflict.
STORMWATER/E&S ORDINANCE
The Board received a presentation from staff on draft Stormwater and E&S Ordinance.
Staff presented draft and timeline for public and Board consideration. The Board administratively authorized staff to share draft ordinance with Engineers, Surveyors, Developers and public at-large at the upcoming Partnering Session scheduled for October 18, 2013.
REASSESSMENT 2014
The Board received a presentation by contractor (Wingate) on status of countywide reassessment.
A handout of contact information and published meeting dates distributed. The Board accepted presentation as information.
USGS GRANT – WATER MONITORING
The Board discussed submittal of grant request.
Supervisor Pattie asked that project be kept on hold until input is received from the State regarding funding assistance.
FY2014-15 BUDGET
The Board discussed scenarios to finance local government operations.
Considerable Board debate regarding local debt was held. The Board accepted presentation as information.
SCHOOL QUESTIONS
The Board discussed School Administration responses to Board of Supervisors’ questions.
Superintendent Bishop was present to follow up on questions from the Board regarding “written responses”. After discussion regarding IT in schools, the Board accepted presentation as information.
HAZARDOUS MATERIALS EMERGENCY RESPONSE PLAN
The Board discussed local Emergencies Planning Committee’s (LEPC-Staunton, Augusta and Waynesboro) updated Plan.
The Board authorized placing on the September 25, 2013 regular agenda for consideration.
FISHERSVILLE BALLFIELD IMPROVEMENTS
The Board discussed project to improve pedestrian access to rear ballfield.
The Board authorized placing on the September 25, 2013, regular agenda for consideration of funding for Engineering Design Services (structural) related to the project.
WAIVERS/VARIANCES – NONE
MATTERS TO BE PRESENTED BY THE BOARD
The Board discussed the following:
Chairman Moore: Route 636 Waterline – At the Augusta County Service Authority meeting, held on Thursday, September 19th, the Service Authority authorized 50% of costs to upsize water main along Route 636 from 8” to 12” pipe size (Phase 1) at an estimated cost of $52,111. Chairman suggested that the Board consider approval of the remaining 50% in an amount not to exceed $26,055.50 to be taken out of the Wayne Infrastructure Account (#80000-8017-84).
The Board authorized placing on the September 25, 2013, regular agenda for consideration.
MATTERS TO BE PRESENTED BY STAFF
Staff discussed the following:
1. Recycling Grant – An award of $17,869 has been approved for the County of Augusta and the Town of Craigsville.
2. Dominion Virginia Power Proposed Lexington-Dooms 500 kV Transmission Line – Dominion plans to file with the State Corporation Commission an application for approval of an additional upgrade to 230 kV line.
3. VRS Plan Comparison Guide distributed to Board.
4. Fire and Rescue – Government Center Fire Alarm Procedure distributed to Board.
5. Taxable Fringe – In-house Committee will critique current policies and will make adjustments accordingly to comply with all Federal and State requirements.
6. Central Shenandoah Planning District Commission/CATS – Ms. Whetzel briefed the Board that the bid date has been extended from September 26th to January 1st.
CLOSED SESSION
On motion of Mr. Wills, seconded by Mr. Karaffa, 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 B) Compactor/Recycling Centers C) Fire and Rescue Assignment (2) the real property exemption under Virginia Code § 2.2-3711(A)(3) [discussion of the acquisition for a public purpose, or disposition, of real property]:
A) ASR
(3) 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) Economic Development Prospect(s) (4) the legal counsel exemption under Virginia Code § 2.2-3711(A)(7) [consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, and consultation with legal counsel regarding specific legal matters requiring the provision of legal advice by such counsel, as permitted under subsection (A) (7)]:
A) Desetti On motion of Mr. Wills, seconded by Mr. Shull, the Board came out of closed Session.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Moore, Beyeler and Pyles Nays: None 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, Moore, Beyeler and Pyles NAY: None The Chairman authorized the County Administrator/Clerk of the Board to record this certification in the minutes.
Chairman County Administrator H9-23sbmin.13
