Regular Meeting – September 13, 2017
Regular Meeting, Wednesday, September 13, 2017, 7:00 p.m. Government Center, Verona, VA.
PRESENT: Tracy C. Pyles, Jr., Chairman
Terry Lee Kelley, Jr., Vice-Chairman
Marshall W. Pattie
Michael L. Shull
Carolyn S. Bragg
Gerald W. Garber
Wendell L. Coleman
Timmy Fitzgerald, County Administrator
Jennifer M. Whetzel, Deputy County Administrator
John Wilkinson, Director of Community Development
James Benkahla, County Attorney
Angie Michael, Executive Assistant
VIRGINIA: At a regular meeting of the Augusta County Board of Supervisors held on Wednesday, September 13, 2017, at 7:00 p.m., at the Government Center, Verona, Virginia, and in the 242nd year of the Commonwealth….
Chairman Pyles welcomed the citizens present.
Dillon Rusmisel led the Board of Supervisors with the Pledge of Allegiance. He is a senior at Fort Defiance High School. He is an Eagle Scout and is on the Envirothon Team. The Envirothon Team won states last year and traveled to Maryland for Nationals where they won 18th out of 54. Mr. Rusmisel plans to either study engineering at Virginia Tech or attend Blue Ridge Community College for two years and then transfer to Virginia Tech.
Terry Kelley, Supervisor for the Beverley Manor District, delivered invocation.
BLUE RIDGE COMMUNITY COLLEGE RESOLUTION
Timothy Fitzgerald, County Administrator, read the following resolution for Blue Ridge Community College to celebrate their 50th Anniversary.
WHEREAS, Blue Ridge Community College was founded in 1967 to serve the residents of the central Shenandoah Valley of Virginia and; WHEREAS, Blue Ridge Community College provides comprehensive programs of instruction include associate degrees, diplomas, and certificates in occupational/technical and college/university transfer programs and; WHEREAS, Blue Ridge Community College also provides non-credit workforce training and special interest classes for individuals, business, and industry and; WHEREAS, Blue Ridge Community College is part of the Virginia Community College System (VCCS), home to Virginia's 23 community colleges and; WHEREAS, Blue Ridge Community College and Augusta County have had a strong partnership since the founding of the college and; WHEREAS, Augusta County has had a firm commitment to the success of the college financially, which helped to secure additional funding for many capital improvements on campus and; WHEREAS, Since 1991 Augusta County and Blue Ridge Community College has worked together to ensure success of the Blue Ridge Commercial Driving school located on the Augusta County Government center and; NOW THEREFORE BE IT RESOLVED, The Augusta County Board of Supervisors, commends and celebrates the 50th Anniversary of Blue Ridge Community College and wishes it many more years of success in providing educational services to the citizens of the central Shenandoah Valley and Augusta County and; BE IT FURTHER RESOLVED, that this resolution be spread upon the minutes of the Augusta County Board of Supervisors and a copy be presented to Dr. John Downey, President of Blue Ridge Community College.
Mr. Coleman moved, seconded by Mr. Shull, that the Board accept the Blue Ridge Community College resolution.
Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull and Pyles Nays: None Motion carried.
MATTERS TO BE PRESENTED BY THE PUBLIC– NONE
MILL PLACE BUSINESS READY SITES PROGRAM PERFORMANCE AGREEMENT
The Board considered authorizing the County Administrator to execute and deliver the Business Ready Sites Program Performance Agreement with VEDP for the benefit of Mill Place Commerce Park.
Amanda Glover, Director of Economic Development, stated that the Board of Supervisors previously authorized submitting the application for the Business Ready Sites Program and authorized the funding match should the grant be received. This is the final step in the process to approve the Performance Agreement which spells out the terms under which the grant funds may be spent. The staff recommendation is to authorize the County Administrator to sign and deliver the Performance Agreement. The grant pays for 50% of the project. The total project is $43,975 and will accomplish a 1’ Topographic Survey, an ALTA and Boundary Survey and a renewed Core of Engineers Wetland Delineation and Confirmation. Augusta County’s cost of the project will be $21,988.00 and the grant will pay the additional.
Dr. Pattie moved, seconded by Mr. Shull, that the Board authorize the County Administrator to execute and deliver the agreement.
Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull and Pyles Nays: None Motion carried.
CENTERVIEW DRIVE
The Board considered approval of construction bids for Centerview Drive.
John Wilkinson, Director of Community Development, stated that on Friday, September 8 sealed bids were received from five qualified firms to complete the Centerview Drive project.
The projects substantial completion date is December 30, 2017 with a mandatory final completion date of April 30, 2018. After careful review of the bids, F. Clayton Plecker & Sons has been found to be the lowest bidder. It is recommended that the contract be awarded to FC Plecker & Sons. The County’s estimate on the project was $516,056.00 and the bid came in under at $499,706.00.
Mr. Kelley moved, seconded by Mr. Shull, that the Board approve awarding the contract for the Centerview Drive project to FC Plecker & Sons.
Funding Source: 70-80000-8162-4 $239,801.37 70-80000-8165-5 $259,905.24 Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
SAW CONSORTIUM-2017 MEDICAL PLAN
The Board considered the Committee recommendation for 2018 Medical Plans.
Faith Duncan, Director of Personnel, stated that approval is needed for the 2018 calendar year health insurance rates. There are three options on the table for review. 2017 was the year of a big change. The change was necessary due to budget constraints. In 2016 the County offered a High Point of Service and a Low Point of Service Plan. In 2017 the County moved to an offer with a High Point of Service which was similar to the Low Point of Service with the annual deductible. Also a qualified high deductible health plan with a health savings account was offered. As of this month there are 121 employees enrolled in the high deductible health plan, which is 20% of the members. Last year the $5 monthly employee only contribution was increased to $22.00 a month with the Point of Service Plan. The prescription drug coverage was carved out from the medical carrier for an additional savings. In planning for the FY2018 budget, the consultant came in with a pre- estimate for budget at 6.1%. Recently at the quarterly meeting, there were more claims history to review and they came back with 4%. We are under budget and in both figures, the 3% reserve is still in place. There will be no changes to the plan structure on either plan for the coming year.
Ms. Whetzel presented the following three options for the Board’s consideration:
1) Employee pays $22.00. The County picks up the 4.0% increase totally with no additional cost to the employee. The savings in the budget would be $30,642.00.
2) Employee pays $35.00. The increase is split between the County and employees.
The savings in the budget would be $58,459.00.
3) Employee pays $48.00. The County passes the 4.0% increase onto the employee.
The savings in the budget would be $88,489.00.
The full 6.1% has been budgeted so if the County funds the full increase there would still be a savings.
The School Board, Social Services, Service Authority, Middle River, Shen Valley and the County made a group decision to make the change to the Stop Loss Coverage. Currently the coverage is $250,000 per member. As an individual member, if you have a catastrophic claim that goes over the $250,000 then the insurance starts to pick it up.
Unfortunately, the County does have claims each year that hit that amount. In the last fiscal year there were approximately 6 cases. The coverage pays immediately as soon as the $250,000.00 is reached. There is also an aggregate stop loss coverage and it’s based on the claims for the entire pool. At the beginning of the year there is a claim estimate determined. Coverage can be purchased so if claims reach a certain amount the insurance would pick it up. The current level is 115% and at the end of the calendar year the claims are re-evaluated. The consultants suggest raising the 115% to 125% because the claims have been coming in less and the estimate they have is much less than what the insurance estimate actually is. If the percentage is increased there would be a savings over the entire pool of approximately $175,000.00. This would help to offset the increase in the premiums.
Ms. Duncan stated that when the prescription drug plan was broke out into a separate carrier there are a number of additional things to offer. Rx Benefits has offered a special program for people that have been diagnosed with diabetes. To promote testing and to help keep diabetes intact, they will offer a Living Connected Program. This program will provide any employee or dependent that has been diagnosed with diabetes the testing supplies needed at zero coverage out-of-pocket. Supplies will be provided automatically and if not used can be returned back to the company free of charge. The purpose of the program is to help people be more aware of the importance of testing levels and making healthy decisions. It is expected with this program that pharmacy costs and medical claims will decrease significantly.
Mr. Pyles asked if there would be feedback on raising the premiums.
Ms. Duncan stated that after there is a certain amount of data to be analyzed the County will be informed.
Ms. Whetzel requested approval from the Board for the 2018 Medical Plan rates. Open enrollment will be October 16 through November 10. The plan will go live January 1, 2018.
Mr. Pyles suggested not passing the additional cost on to the employee.
Ms. Bragg stated that there may be differences in the future the County will not be able to absorb.
Mr. Garber stated that there is an inordinate amount of time spent on analyzing and evaluating insurance.
Mr. Garber moved, seconded by Dr. Pattie, that the Board approve committee’s recommendation of option 1 for the 2018 Medical Plan.
Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
WAIVERS — NONE
CONSENT AGENDA
Mr. Shull moved, seconded by Mr. Kelley, that the Board approve the consent agenda as follows:
MINUTES
Consider minutes of the following meetings:
• Regular Meeting, Wednesday, July 26, 2017 • Staff Briefing, Monday, August 22, 2017
CLAIMS
Consider claims paid since August 1, 2017 Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
(END OF CONSENT AGENDA)
MATTERS TO BE PRESENTED BY THE BOARD
Mr. Shull stated that the Open House at Riverheads Elementary School was a success.
Good things happen when people work together.
Mr. Garber stated that there was a pre-bid conference on paving the runway at the Weyers Cave Airport today.
Mr. Coleman will be on vacation next week.
Ms. Bragg reminded everyone of the SVP Fall Connect. She showed pictures on the screen of the new Stuarts Draft Library and its progress. September 28 there will be a Sneak-A- Peek for the library and the Grand Opening will be October 10.
Mr. Kelley reminded everyone of the Boards and Commissions Picnic coming up on September 19 at 5:30.
MATTERS TO BE PRESENTED BY STAFF
Mr. Fitzgerald discussed the following issues:
1) The deadline for Revenue Sharing Projects to be submitted is November 1.
2) Prior to the Staff Briefing there will be a Board Worksession to discuss the Mill Place Zoning options at 11:00 a.m. with lunch to follow.
3) September 16 is the Hazardous Material Waste Day from 8:30 a.m. to 12:00 p.m.
4) Jennifer Whetzel stated that the County has been approached by an agency that is interested in writing a grant to remove an evasive plant. The plant is wavyleaf basketgrass. It grows under trees and it tends to grow under Japanese stiltgrass.
There has been a request from DCR for support for a grant application to control the wavyleaf grass at the Berry Farm. The Blue Ridge Partnership for Regional Evasive species Management which is called Prism did a study that identified areas in their region that have this evasive species. DCR wants to apply for a $100,000 grant with the National Fish and Wildlife Foundation to get the areas under control.
Berry Farm was identified as one of the top areas for the evasive species. Augusta County has Sourcewater Protection areas at the Berry Farm. It is likely this plant could spread into the more protected parts of the Sourcewater Protection areas. It is recommended to note in the letter that we want to make sure the substance that is used to control the plant will not affect the Sourcewater Protection area. Also, look at ways to prevent spraying the areas around the Sourcewater Protection Area. The Augusta County Service Authority has concerns about the substance that will be used and how it will affect the water source. Another suggestion would be to put Augusta County at the end. This would allow the County to monitor the other areas being done and how it is handled. There is a certain time of year to spray. This letter of support is due Friday and Parks and Recreation is working on a draft. Parks and Recreation is also looking into doing a series on evasive species in the Parks and Recreation guide. This would help to bring it to the citizens and inform them of what it is and how it can be handled.
Mr. Pyles suggested talking to the Extension Office in regards to Project Grows.
Mr. Shull asked if this plant has been found on private land.
Ms. Whetzel stated that they are focusing on areas that have access to trails.
Mr. Garber moved, seconded by Mr. Kelley, that the Board authorize submitting a Letter of Support with cautions documented in the letter to protect the Sourewater Area.
Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
5) Blue Ridge Community College asked the Board of Supervisors to name a street on campus Dr. James R. Perkins Way.
Dr. Pattie moved, seconded by Ms. Bragg, that the Board accept the street naming request for Dr. James R. Perkins Way.
Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
CLOSED SESSION
On motion of Mr. Kelley, seconded by Mr. Shull, 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 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) Natural Chimney On motion of Mr. Kelley, seconded by Mr. Shull, the Board came out of Closed Session.
Vote was as follows: Yeas: Bragg, Kelley, Garber, Wendell, Shull, Pattie 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: Bragg, Garber, Kelley, Coleman, Shull, Pattie and Pyles NAY: None The Chairman authorized the County Administrator/Clerk of the Board to record this certification in the minutes.
BOARDS AND COMMISSIONS
Mr. Coleman moved, seconded by Mr. Shull, that the Board appoint the following:
Samantha Bosserman Parks & Recreation Commission Expires 6/30/2020 Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
Mr. Kelley moved, seconded by Mr. Shull, that the Board appoint the following:
Preston Hadley Department of Social Services Expires 6/30/2021 Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
ADJOURNMENT
There being no other business to come before the Board, Mr. Shull moved, seconded by Mr. Garber, the Board adjourn subject to call of the Chairman.
Vote was as follows: Yeas: Kelley, Garber, Coleman, Bragg, Pattie, Shull, and Pyles Nays: None Motion carried.
Chairman County Administrator h:9-13min.17
