Regular Meeting – December 12, 2007
Regular Meeting, Wednesday, December 12, 2007, at 7:00 p.m. Government Center, Verona, VA
PRESENT: Nancy Taylor Sorrells, Chairwoman
David R. Beyeler, Vice-Chairman
F. James Bailey, Jr.
Wendell L. Coleman
Kay D. Frye
Larry C. Howdyshell
Dale L. Cobb, Director of Community Development
Joseph W. Davis, Director of Finance
John C. McGehee, Assistant County Administrator
Patrick J. Coffield, County Administrator
Rita R. Austin, CMC, Executive Secretary
ABSENT: Tracy C. Pyles, Jr.
VIRGINIA: At a regular meeting of the Augusta County Board of Supervisors held on Wednesday, December 12, 2007, at 7:00 p.m., at the Government Center, Verona, Virginia, and in the 232nd year of the Commonwealth….
Chairwoman Sorrells welcomed the citizens present for the meeting and reviewed meeting protocols.
Trinity Obaugh, a first grader at Beverley Manor Elementary School, and Jim Bailey’s granddaughter, led us with the Pledge of Allegiance. Trinity loves to dance.
Mr. Bailey introduced his daughter, Kathy Obaugh; granddaughter, Addison; and wife, Nancy.
F. James Bailey, Jr., Supervisor of Beverley Manor District, delivered the invocation.
SWEARING IN ELECTED OFFICIALS
John B. Davis, Clerk of Augusta County Circuit Court, swore in the following elected officials:
Nancy Taylor Sorrells David R. Beyeler Wendell L. Coleman Jeremy L. Shifflett Gerald W. Garber Larry C. Howdyshell
MATTERS TO BE PRESENTED BY THE PUBLIC
Lee Godfrey made the following statement:
We all appreciate those folks who gives of themselves to make our community a better place to live. This evening, I would like to recognize the two supervisors, Kay Frye and Jim Bailey, who will be leaving the Board of Supervisors at the end of this month. Each of them will be leaving behind a long list of accomplishments that will benefit Augusta County for years to come. I would like to highlight just a few:
• Ms. Frye was instrumental in the creation of Crimora Park; led the way in establishing environmental assessments of County departments; recognized the importance of our historical heritage by pursuing the preservation of the Grandma Moses and Gochenour- Yount houses; has been a staunch supporter of agriculture; and has served on the Board for 12 years devoting many hours to the day-to-day operations of our County government.
• Mr. Bailey was instrumental in the creation of the soon-to-be built Verona Park; wisely put money aside for a future recreation center; has brought to the Board an understanding of the needs of our Fire, Rescue, and Law Enforcement Departments; and has been invaluable as a resource for transportation issues. He has served for six years, also devoting many hours to the day-to-day operations of our County government.
With their leadership and vision for the future of Augusta County, they both have surely left a legacy of which they can be proud. I am honored to be able to call them my friends and simply want to say thank you and best of luck to them.
* * *
REPLACEMENT OF STUDENT DATA BASE
Dr. Gary McQuain, Superintendent of Augusta County Schools, at the request of the Augusta County School Board, advised that at the December 6th meeting, the School Board unanimously passed selecting a new student data base for the Augusta County Schools. Augusta County Schools’ current information system (SASI by Pearson) can no longer meet the data collection requirements of the Virginia Department of Education (VDOE) due to SASI’s ten-year file structure limitation and SASI’s inability to allow the addition of extra data fields for data collection. The purchase is necessary to complete state and federal reports that respond to accountability and funding requirements mandated by the federal initiative of No Child Left Behind (NCLB) and Virginia’s Standards of Learning (SOL) requirements. It is imperative that the student data base be all inclusive and technically supported since an excess of three hundred reports are required annually to meet the federal or state regulations. Dr. McQuain requested funding from the School CIP account in the amount of $420,195 for a new data base replacement. He noted that this money was returned at the end of last year anticipating this major expenditure during this particular school year.
Patrick J. Coffield, County Administrator, reported that a handout was attached to tonight’s agenda.
Mr. Beyeler asked if the School Board’s computers and the County’s computers were compatible. Dr. McQuain stated that some of the computers work together such as the BRIGHT system and personnel. Mr. Beyeler asked if this was going to cause any problem.
Dr. McQuain said it would not cause any problem with the data; plus, it would give the County access to this data quicker.
Mr. Coleman moved, seconded by Mr. Howdyshell, that the Board approve the allocation of funding from the School’s CIP Account (#80000-8134) in the amount of $420,195 to purchase the student replacement data base.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
MATTERS TO BE PRESENTED BY THE BOARD
The Board discussed the following:
Ms. Frye thanked Pat Coffield, Dale Cobb, and Ron Sites and their staffs for being helpful and conscientious for the 12 years she had served on the Board. She stated that she had enjoyed her service to the County and that her leaving was because “it was a time for change”. She noted that Mr. Pyles and she were the only ones left of the four supervisors who took office on January 1, 1996. The Board has made a number of visionary moves during the past 12 years and she thanked the various members for their support for projects in the Middle River District. She felt that it had been an interesting job over the years. She mentioned the “wet spring of 2002” that resulted in a body of water appearing in Middle River District (near Mt. Horry Presbyterian Church) which covered 150 acres.
To describe the type of constituents she has dealt with in Middle River District, she told of a man who called her to complain about her position of possible changes at Eastside Speedway at Dooms. She stated that she could support changes at the track as long as the noise level did not increase. The caller accused Ms. Frye of not representing the people of the County and then hung up. Five minutes later, he called back to apologize.
She told him he did not need to apologize; he had not been loud or abusive, and she told him that he had a right to his opinion. She asked him how long he had lived nearby (less than .5 mile from the track). He said he lived there for about six months. She asked why he bought the house. He replied that he had looked at the house on a Sunday.
Mr. Bailey:
1. Volunteer firefighters have contacted Mr. Bailey asking for assistance with a gas supplement. He had told them that the Board was looking at alternatives and that it would be discussed at a future meeting.
2. Long six years/short six years – Enjoyed serving on the Board and representing the Beverley Manor District constituents. He said he has also had some interesting phone calls. He stated that this was a “representative democracy” and that all the people in Beverley Manor may not have agreed with his actions—a lot of the people did. “I’ve worked with good people dedicated to the betterment of Augusta County and our citizens. We haven’t always agreed.” Because of his full-time employment at Wilson Trucking Corporation, he felt that he could not properly perform the duties that were required of a Board member and do the same for his employer. He wished the new Board a great success and thanked the people of Augusta County for their support over the years.
Mr. Coleman:
1. Valued Ms. Frye’s and Mr. Bailey’s relationship and said they would be missed. Look forward to working with newly seated Board.
2. Meetings attended:
a. 40th Anniversary Luncheon at Blue Ridge Community College (November 30th) b. Virginia Cooperative Extension 4-H Awards – “Moving Ceremony!” c. Staunton Christmas Parade – “Nice Event!” d. Dominion Outdoors Ribbon Cutting Ceremony Mr. Howdyshell:
1. Thank you to Mr. Bailey and Ms. Frye – “Haven’t always agreed, but worked well together. Appreciate your contribution to the Board and to the citizens of Augusta County.” 2. Regional Water Resource Policy – Attended meeting in Strasburg. Noted that this was a plan monitored by the State. Would like to continue to be active.
3. Buffalo Gap High School State Championship – Suggested that Board do something in recognition.
Mr. Coleman said that he had the privilege of coaching with Rob Maxwell (Coach of the Year). “We, as a County, have every reason to continue to be proud of our accomplishments here—Gap, this year, and the two State titles that Riverheads has brought.” He mentioned that Coach Ron Ball was on the first undefeated team at Stuarts Draft.
Mr. Howdyshell moved, seconded by Mr. Beyeler, that the Board make recognition of the Buffalo Gap High School State Championship.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
Mr. Beyeler:
1. Retiring Board members – Mr. Bailey – “Pleasure working with him.” Ms. Frye – knew her when she was Harrisonburg reporter – “Always fair and balanced in reporting.” Thank you to both supervisors.
2. School AP Academic Awards – “Those schools need to be recognized for the outstanding work they are doing.” Mr. Beyeler moved, seconded by Mr. Coleman, that the Board send the schools congratulations on their accomplishments.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
Chairwoman Sorrells: Pointed out that this was a bittersweet meeting – four people will not be with the new group – Ms. Frye, Mr. Bailey, Mr. Rosenberg, and Mr. Davis. “All four will be missed; all four contributed a great deal to Augusta County. Thank you. It’s been a good group to work with.” She mentioned that Mr. Beyeler had stated at one of the first meetings: “If all of us agreed, six of us wouldn’t be necessary.” She felt that was good advice. She noted that Ms. Frye has made history: “Only the second woman to serve on the Board and the first one to be elected Chair.” She stated that Ms. Frye has been a strong advocate for open government; a strong advocate for environment and agriculture.
She felt it appropriate that the Grandma Moses and Gochenour-Yount house “on the road to a new life” because Ms. Frye has strongly supported these houses.
For Mr. Bailey, he has had a long public service career – Air Force, State Police, and then the Board of Supervisors. “He has done it with civility and dignity.” (She referred to how he handled it when the County lost its first area serviceman.) “The way you led that ceremony and when we did the resolution was full of dignity. You did a fine job with that and brought honor to that very tough situation.” “We don’t do this for the money or the easy hours. They both care deeply for Augusta County and its people. I think the County is a lot better for both of them having served and I think both of them will be missed.”
ROBINSON, FARMER, COX ASSOCIATES – AUDIT
The Board received a presentation of 2007 Augusta County Comprehensive Annual Financial Report.
James Kelly, of Robinson, Farmer, Cox Associates, gave a presentation of the 2007 Augusta County Comprehensive Annual Financial Report. He noted that an Audit Opinion is included in the audit, which is an unqualified opinion and the best audit opinion that can be given. It basically states that the financial statements are fairly stated and materially correct. He mentioned that there were some new standards which required more work on the part of the Finance Department than it has been in the past and commended the Finance Department, School Board, Social Services staff. “Your staff passed with flying colors—cleanest and most efficient audit we have had!” Mr. Kelly mentioned the most important part of the audit – Management Discussion Analysis, which is a narrative of the financial results and major events in the County during the year. He noted that the County’s net assets were in excess of liabilities or $69 million in the General Funds for the County. He also mentioned a fund balance of $48 million, which includes $26 million taken out in debt for school capital projects. Mr. Kelly advised that the second most important part of the audit was the statistical tables which gives a good analysis of what is going on in the County over the past five to six years. He pointed out the tax levy for the year of $44 million assessed; 99% current taxes were collected. He stated that the Compliance test indicated no inefficiencies in the internal controls or compliance with laws and regulations. Mr. Kelly commended the County for its audit and stated that it was a pleasure working with Mr. Davis and wished him the best.
Mr. Beyeler referred to Page 69 (funding ratio) and asked what a good number was.
Mr. Kelly said that the funding ration went up this year; ideally, it would be 100%. The goal for VRS is to have the County fully funded for this actuary evaluation.
Mr. Beyeler asked if it was a cumulative figure or for that year only. Mr. Kelly said it was an actuary evaluation. Mr. Beyeler referred to the school side at 113% and asked how you could determine if you were fully funded.
Mr. Kelly explained that it is either an increase in the value of investments, or you pay more. Mr. Beyeler asked that when you overfund one year and underfund the next, did it not average out? Mr. Kelly explained that you may overfund one year, but the value is dropping down. Mr. Beyeler was trying to determine how much money it would take to make 100% funded for those five years. Mr. Kelly could not give the number. He said several factors are included. He said there were actuarials that come up with these numbers. They take the value of your investments versus the number of people anticipated to retire in 2010 to 2020 to determine whether you are fully funded.
Mr. Coffield referred to June 30, 2006, if the County stopped being a county, they would owe $3 million. Back in 2002, if they closed up, VRS would have owed the County money.
Mr. Beyeler commended Joe Davis for his work. “Joe is one man that I always felt like that he knew what he was doing. Joe, thank you.” Mr. Coleman referred to the statement of the tax levied from the Treasurer’s office of 99.37% collection, stating, “This speaks well to the quality of people living in Augusta County in terms of paying their taxes.” He also echoed Mr. Beyeler’s comments about Mr. Davis.
Mr. Beyeler moved, seconded by Mr. Bailey, that the Board approve the 2007 Augusta County Comprehensive Annual Financial Report.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
Chairwoman introduced James Davis, who works for the City of Staunton. Mr. Davis introduced his son, Sam, who was present to meet one of the requirements for the Boy Scout merit badge.
WEBSITE DESIGN
The Board received a presentation by staff on website design.
Mr. Coffield advised that an advanced preview was given at the Transition Briefing.
Rick Vernier, IT Director, advised that there has been a lot of work and time put in on this project and appreciated Jackie Zetwick’s diligent work. He said this should go live within three weeks. He advised the software is a CMS package and the content is managed by each individual department. He demonstrated the following:
• Calendar of Events • E-notices (residents and businesses can notify their interest) • Online forms (surveys) • GIS website • Business and community Mr. Vernier explained this is designed to grow and expand. Parks and Recreation is capable of doing online registration and accepting credit cards (will be available in mid- February). Treasurer’s office also has their credit card and tax inquiry software that will also be incorporated.
Mr. Coleman expressed the importance of keeping the information updated at all times.
He also asked about ADA capabilities. Mr. Vernier said there are some modules available. Mr. Coleman, with working with Woodrow Wilson Rehabilitation Center, suggested that he could get information on disability-type software.
Chairwoman Sorrells asked if there were links to the Service Authority and Schools.
Mr. Vernier said there were.
Mr. Beyeler asked if Mr. Vernier’s department would monitor the updating of information. Mr. Vernier said it would be reviewed periodically.
Mr. Howdyshell asked what this cost; Mr. Vernier said $47,000. Mr. Howdyshell pointed out that, even with this improvement, it would only capture a portion of the citizens. “There are still a vast number out there that does not have the capability or the means to connect to this program.” Mr. Coffield mentioned that web-telecast could be available in the future.
Mr. Vernier invited the Board to his department for a one-on-one review.
VDOT SIX-YEAR PLAN MODIFICATIONS
The Board considered proposed Secondary Road Construction Improvement Program for the State Secondary System of Highways for six-year period from July 1, 2008 through June 30, 2014, and Fiscal Year 2008-09 Construction Budget.
Mr. Coffield advised that he has met with Mr. Fitzgerald since the public hearing and the following modifications were offered:
VDOT
SIX-YEAR PLAN
FY2009 TO 2014
Road District Est. Cost Transfer Infrastructure Route 682 Pastures $2,200,000 $141,506 – Route 696 N. River $ 233,000 $191,294 $ 41,706 Route 835 N. River $ 65,000 – $365,000 Route 815 Riverheads $ 38,000 $ 38,000 – Route 686 Riverheads $ 170,000 $170,000 – Route 802 Riverheads $ 160,000 $160,000 – Mr. Howdyshell moved, seconded by Mr. Coleman, that the Board approve the Secondary Six-Year Plan for Fiscal Years 2008-09 through 2013-14 in Augusta County, and on the Secondary System Construction Budget for Fiscal Year 2008-09, as amended.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
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 Committee Recommendation Dooms Volunteer Fire Company $14,640.00 $14,640.00 Craigsville-Augusta Springs Rescue Squad $ 2,862.23 $ 2,862.23 Mr. Howdyshell advised that these items had been introduced previously. Dooms was encouraged to find another source less expensive. Craigsville’s request was for computers for their facility. The committee wanted assurance that it was the correct computer and asked for the IT department’s assistance.
Mr. Howdyshell moved, seconded by Mr. Coleman, that the Board approve the Committee’s recommendations.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
John C. McGehee, Assistant County Administrator, apologized for not being present for this item. Mr. Coffield explained that the State Fire Training Board was meeting at the Government Center. After doing the Fire Burn Building, they wanted to see the merits of their financial contribution grant. He said they were looking at that new facility as one of the best in the Commonwealth of Virginia.
Mr. Howdyshell said that, with any grant program, there is a certain procedure. Mr. Coffield stated that the County was on a list for many years to be considered for the Burn Building. Mr. Howdyshell noted that Mr. McGehee, Fire Chief Crow, and he had attended the State Fire Training Board meeting to request grant funds.
EROSION AND SEDIMENT CONTROL PROGRAM
The Board considered recommendations of staff as it relates to compliance of Virginia’s Erosion and Sediment Control Law.
Mr. Coffield advised that information had been enclosed with the Advanced Agenda package.
Todd Flippen, Acting County Engineer, introduced Jim Echols, of the Department of Conservation and Recreation and gave a PowerPoint presentation. Mr. Flippen noted the following:
• August 2007 – The County’s erosion program was reviewed. (Past erosion plans reviewed; looked at enforcement documents, past correspondence, inspection reports; constructions sites were viewed. Noted that material reviewed were not just recently approved documents; it was a review of the past four years.) • The program was found to be inconsistent with state regulations.
• State Soil and Water Conservation Board will meet to finalize review at their next Board meeting (February 1, 2008) • After review, a Corrective Action Agreement will be received from DCR. (Were told that the draft Corrective Agreement would not change very much.) o Corrective Action Agreement:
(cid:131) Erosion and Sediment Control Ordinance revised (cid:131) All land-disturbance activities shall be inspected on a regular basis (Currently, all constructions are inspected on a regular basis except for single home construction. Building Inspectors go out during scheduled home inspections and will look at the erosion measures at that time.) (cid:131) Stop Work Orders issued when previous violations for past inspections have not been addressed.
• Soil and Water Conservation Board did not discuss August County’s review on November 15th (as first indicated) • Estimated deadlines:
o Agreement signed – March 1, 2008 o Progress Report Due – April 28, 2008 o Complete Corrective Actions – July 28, 2008 • Staff Recommendations:
o In order to cover all construction sites, including single-family home construction on a regular scheduled basis, increase current staff with two engineering inspector positions. That would produce four full-time positions that work strictly in the erosion program. The four positions would consist of an E&S Administrator, who would also be the Plan Reviewer, with three inspectors. In order to cover the cost of these new positions, an option is to increase plan review fees. This was mentioned at the Partnering Session.
o Erosion Ordinance amended to include all applicable state regulations.
Mr. Coleman asked if the requirements were set by the General Assembly. He gave an example of after a rain event, inspection is needed within 24 hours. Mr. Flippen explained that the regulations states that sites need to be inspected every two weeks and 48 hours after a run-off producing rain storm or the locality can draft an alternate inspection program. When they were reviewed in 2003, they were found inconsistent with inspection; in order to comply, an alternate inspection program has been sent to the state and approved by DCR. In 2003, it was determined that 7 or 8 inspectors needed to be hired to inspect the sites every two weeks and 48 hours after a run-off producing storm. With the alternate inspection program, instead of 7 to 8 inspectors, 3 or 4 inspectors may be needed. Mr. Coleman stated that neighboring localities had not scored well and emphasized that the requirements needed to be more clearly stated to determine how the grading can be improved.
Jim Echols explained that when the review is done, part of it is based on the law and part of it is based on the regulations. The regulations were not voted by the legislature, but they did go through the proper procedures to be adopted as state regulations. He would have to do some research to determine if this particular item is a law or regulation. With Augusta County’s approved alternative inspection program, August County would not have to inspect all sites within 48 hours. They would be held accountable to meeting the alternative inspection plan.
Mr. Beyeler asked why the Building Inspectors were not allowed to do some of the work. Mr. Echols said that an inspector needed a state certification or other certifications such as being a PE. If the Building Inspectors have a state certification, as an Erosion Inspector, they can do the inspections. Mr. Echols felt that Building Inspectors have to respond on a very short time basis and tend to focus on the center of the site and spend less time addressing perimeter controls. If they have adequate time, Building Inspectors are able to do the inspections. He added that these types of inspections would be different and would be an additional burden to the Building Inspectors. Mr. Beyeler pointed out that inspections are done all over the county on a daily basis and suggested that if they saw a problem, they could pinpoint the problem to somebody else for a more thorough inspection. Mr. Beyeler expressed that commonsense needed to be used. He expressed his disappointment in using a stop order. Mr. Beyeler said that they would never earn a perfect score. Mr. Echols agreed that commonsense was important and that you could not get a perfect score. He explained that the Augusta County staff went out with DCR when inspections were done and the problems found were serious. One site had better than 20 acres disturbed. The sewage system was in place; the site was without any effective controls. The sediment base was not put in place. The way the basin was set any water that ran into the basin ran directly into a stream. It was accelerating the deposition of sediment into the stream. Mr. Echols emphasized that DCR strongly supported Augusta County in improving their program. DCR has offered to give first- hand training to County staff to help correct the issues. All problems found are correctible.
Mr. Beyeler asked how long DCR has been involved with these issues. Mr. Echols said that the program review started in August; prior to that, a couple of complaint issues had been addressed with Doug Wolfe while Mr. Echols worked at VDOT. Mr. Beyeler understood that some of these projects were 3 and 4 years old. Mr. Beyeler asked if Mr. Echols would agree that the County has made tremendous progress within the last 2 or 3 years. Mr. Echols could not say because he has not done a comparison.
He stated that Augusta County has a good staff and knows that they have had to shift and/or add some duties that they have not done before because of Mr. Wolfe being in Iraq. Mr. Beyeler stated that there was no way that the County could keep adding staff and keep the taxes low. Mr. Echols said that many of the counties are trying to put the burden of the cost of the inspection on the people that are benefiting from the development. That is often done by changing the fees required by plan review. Mr. Echols agreed that this added cost but asked the questions: How much time does the County have to spend with drainage complaints? With the erosion and sediment control complaints? He pointed out that was also a cost for the government as well.
Mr. Echols said that the Augusta County’s program review was not as bad as some of the other localities. He opined that Augusta County was in the top half (or two-thirds) of the communities evaluated over the last three years.
Mr. Beyeler felt that the earlier the problem is discovered, the less expensive the cure.
He asked what was involved to have the Building Inspectors certified. Mr. Flippen said the Building Inspectors have been certified. Mr. Coffield explained that the Building Inspectors are assigned to go out at different intervals. To meet the amended schedule, they would have to have regular schedules different from their inspection schedule. He advised that that high level of inspections would require supplemental people (basically, the minimum necessary with the amended schedule). He noted that Rockingham County added 4 additional positions.
Mr. Coffield mentioned his concern of having a different test four years ago. He felt that staff needed to be made aware of the qualifications. Mr. Echols stated that the review forms could have changes but the County would be made aware of those changes. Mr. Coffield said that four years ago, it was told that if the County did not do it, then let State do it. He found it curious that State did not want to do it. Mr. Echols advised that the actual option was that the Soil and Water Conservation Districts could do it. He felt that would be a challenge for Headwaters Soil and Water Conservation District. The position taken by the Soil and Water Conservation Board right now is that the local governments asked for this program; since they have asked for it, then they should be doing it.
Mr. Beyeler asked Mr. Flippen if, when he met with the builders (Partnering Session), he mentioned the increased fees. Mr. Flippen informed the builders that it would be a possibility but an exact figure was not given. Mr. Beyeler questioned the extreme increased cost. Mr. Echols stated that the increased cost was comparable to other counties. Mr. Howdyshell also expressed concerns.
Mr. Howdyshell asked what constituted a run-off storm. Mr. Echols stated that it depended on the soils, the slope, what the moisture conditions were prior to the rainfall events. If it were in a saturated soil, it would not take a whole lot. It could be something such as a snow melt instead of actual rain. Mr. Howdyshell said that rain does not affect land the same in all areas of 967 square miles.
Chairwoman Sorrells explained that, because of the County having an alternate plan, Augusta County is exempt to the 48-hour event.
Mr. Beyeler asked if Mr. Flippen had the rating schedule. Mr. Flippen said he could provide the rating schedule to the Board if they desired.
Mr. Coleman encouraged educating the public on these issues.
Mr. Howdyshell pointed out that the dirt roads contribute to the problem. Mr. Echols noted that the Rural Rustic Roads Program cures some of these problems.
Mr. Coleman moved, seconded by Mr. Beyeler, that the Board accept presentation as information.
Mr. Coleman felt that this needed to be discussed with legislators next week.
Mr. Beyeler noted that the report is done that is going to the state and is not going to be changed. Mr. Echols agreed. Mr. Echols said that the Board will meet February 1st and the signing would occur by March 3rd; then, the County would have 180 days to come into compliance.
Mr. Howdyshell agreed that the developers needed to be made aware of this information at the Partnering Session. Chairwoman Sorrells asked when the next Partnering Session would occur. Mr. Flippen said that it occurs every April and September. Mr. Echols volunteered to attend the Partnering Session and to also attend a work session to provide information on the current regulations.
Chairwoman Sorrells added that part of the reason of meeting tonight, there is a segment of the community who does not care to comply with the Erosion and Sediment regulations. “We’re tipping over the other end of commonsense because of some people who have not been responsible from the beginning.” Dale L. Cobb, Director of Community Development, suggesting contacting the engineers and developers to meet before February 1st. Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
AGRICULTURE DEVELOPMENT FUNDING
The Board considered Extension request as follows:
1. Market Animal Show – electronic ID tagging $ 400
2. Virginia State Stocker Cattle Conference $1500
3. Extension Gas Supplement $5000
Chairwoman Sorrells explained that this request was discussed at the Board of Supervisors Transition Briefing. Miles Bobbitt, Director of Agriculture, and Jason Carter, Extension Unit Coordinator, were available to answer any questions. Chairwoman Sorrells said that during that particular briefing, Mr. Carter had discussed the programs of the Extension office. In that discussion, Mr. Garber had asked about any budgetary issues forthcoming (knowing that fuel costs had been rising). Mr. Carter had mentioned that there was some budgetary tightness regarding the fuel costs. Mr. Bobbitt provided the above- mentioned recommendation. Since that discussion, the Market Animal Show ID tagging has been covered under a small grant. Chairwoman Sorrells suggested that there be a more formal support be shown yearly during the budget process.
Mr. Howdyshell supported the grant, but he expressed concerns with the Virginia State Stocker Cattle Conference, noting that until a cow gets to market, the farmer is paying a $3 check-off fee. He felt that the check-off fees should go toward the conferences. He agreed with the gas supplement.
Mr. Carter advised that they have asked the Virginia Beef Cattle Industry Board for funding from their revenue of the check-off system. The way the system is set up, Augusta County producers contributes approximately $70,000 yearly to the Virginia Beef Check-off fund; 33% of that money is supposed to be diverted back to the locality for educational purposes. He stated that they have tried for three years to secure their share of that money without any success. This year, they approached them again through the Virginia Cattlemen Association and have lobbied some of the members in the Valley of the Virginia Beef Industry Board for fund shares to contribute to these programs. They will attend a meeting in January to pursue those funds. Mr. Beyeler asked where the conference was to be held. Mr. Carter said it was to be held at the Holiday Inn in Staunton, which is hosted by the Virginia Cooperative Extension. It is sponsored in part by the Virginia Cattlemen Association. Because of its proximity of I-81 and I-64, it attracts over 100 beef producers each year. Chairwoman clarified that the money was to provide for a speaker. Mr. Howdyshell asked if they were asking for the same amount from other localities. Mr. Carter said that this particular amount was being asked from Augusta County.
Mr. Beyeler did not agree with the Market Animal Show or the full $1500 amount for the conference. Mr. Beyeler agreed that the location of the conference was a central spot for the State. Mr. Carter said that this conference is statewide and is hosted in the Valley because of its location. It is not specifically sponsored by these counties. They took it upon themselves to host it to continue the tradition. Mr. Beyeler asked what Extension was contributing. Mr. Carter said they were arranging the speakers, the location, and private sponsorship was providing funding.
Mr. Beyeler moved, seconded by Mr. Howdyshell, that the Board approve approve a one- time donation in the amount of $750 toward the Virginia State Stocker Cattle Conference and a one-time donation in the amount of $5,000 to offset departmental travel costs due to state funding reductions.
Mr. Coleman mentioned that the tags were being funded through a grant and questioned the cost of $367 to cover the cost of the Electronic Identification component of the tags.
Mr. Coffield said, since that writing, it has been changed to a general donation towards that event because it has been covered.
Mr. Howdyshell explained that several years ago, there was an episode of “Mad Cow” and this is what happened – animal identification. Mr. Howdyshell said he would like to see something done with the check-off money.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: Bailey
Absent: Pyles
Motion carried.
CONSENT AGENDA
Mr. Beyeler moved, seconded by Mr. Coleman that the Board approve the following consent agenda:
MINUTES
Approved minutes of the following meetings:
• Staff Briefing Meeting, Monday, November 26, 2007, as amended.
CLAIMS
Approved claims paid since November 14, 2007 Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
(END OF CONSENT AGENDA)
MATTERS TO BE PRESENTED BY STAFF
Staff discussed the following:
1. USDA – Food surplus report distributed to Board.
2. Newspaper Advertisement – plan to research quotes/bids to get a better handle on expense.
3. Old Bookmobile – will be placed on Gov.deals – money will be placed back into the Library Capital fund.
* * * 4. Craigsville Townhall – ready for Building permit and asked if fee can be waived.
Mr. Coleman moved, seconded by Ms. Frye, that the Board approve a waiver of Building permit fee.
Craigsville Townhall – Fee Waiver Request Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
5. Security Meeting – Mr. Coffield gave an update on the security regarding public address system; portable radio communication; Service Authority phone inter- connect; Emergency alert; Security office (command center); ramps/entrance planters at Jail and the Government Center; doors-electronic locks (Fire & Rescue, Emergency Operations Center, Credit Union, Community Development, Commissioner of Revenue and Administration); Treasurer – gate/screen.
6. Library Project – Mr. McGehee advised that the Library project has proceeded very well. The issue or re-carpeting the existing library had been discussed prior to when the bids were accepted. The bid did not include carpet in the existing section other than the area where it was renovated. Mr. McGehee stated that the carpet needed to be replaced but was not sure what the time frame was going to be on Phase II causing the carpet to be replaced again. He requested guidance from the Board explaining that by having the new section ready, it gives the opportunity to switch things around within the library to function as a library while the re-carpeting is done in the old section. Mr. Coleman asked if the re-carpeting could be done within the amount of money already approved. Mr. Coffield stated that there was a depreciation account that could be used. Mr. McGehee said that he has not gotten estimates on the carpet or removal of the tile. Mr. Beyeler asked what the projected cost was for Phase I; Mr. McGehee said $1.8 million. Mr. Coffield said it was going to be between 3 to five years to come up with funding for Phase II. Mr. Howdyshell asked if it would be easier to put carpet down now. Mr. McGehee said the current area is already done and it gives less flexibility to move things around to do the carpeting. Mr. Beyeler pointed out that wherever bookcases were placed would leave marks on the carpet. He suggested patching the worst parts of the carpeting.
CLOSED SESSION
On motion of Mr. Beyeler, seconded by Mr. Howdyshell, 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) Resignation of County Attorney (2) 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) Pending Industrial Prospect (3) the procurement exemption under Virginia Code § 2.2-3711(A)(30) [discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope of such contract, as permitted under subsection (A)(30)]:
A) Procurement of legal services Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
On motion of Mr. Bailey, seconded by Mr. Beyeler, the Board came out of Closed Session.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
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: Frye, Coleman, Howdyshell, Bailey, Sorrells and Beyeler NAY: None
ABSENT: Pyles
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. Beyeler moved, seconded by Mr. Bailey, that the Board adjourn subject to call of the Chairman.
Vote was as follows: Yeas: Howdyshell, Sorrells, Frye, Beyeler, Bailey and Coleman Nays: None
Absent: Pyles
Motion carried.
Chairman County Administrator
H:/minutes12-12min.07
