Regular Meeting – December 14, 2011
Regular Meeting, Wednesday, December 14, 2011, at 7:00 p.m. Government Center, Verona, VA.
PRESENT: Jeremy L. Shifflett, Chairman
Wendell L. Coleman, Vice-Chairman
David R. Beyeler
Gerald W. Garber
Larry C. Howdyshell
Tracy C. Pyles, Jr.
Nancy Taylor Sorrells
Jennifer M. Whetzel, Finance Director
Timmy Fitzgerald, Director of Community Development
Patrick J. Morgan, County Attorney
Patrick J. Coffield, County Administrator
John C. McGehee, Assistant County Administrator
Rita R. Austin, CMC, Executive Secretary
VIRGINIA: At a regular meeting of the Augusta County Board of Supervisors held on Wednesday, December 14, 2011, at 7:00 p.m., at the Government Center, Verona, Virginia, and in the 236th year of the Commonwealth….
Chairman Shifflett welcomed the citizens present.
Bailey Harlow, an eighth grader at Stewart Middle School, led us with the Pledge of Allegiance. Bailey is the son of Dwayne and Renee Harlow. He is involved with many different organizations: SCA; President of SCCLA; President of Parliamentary Procedure Team of SCCLA, which won First Place at State Conference and Third Place at National Conference. He is also involved in the School Band, including being second chair in the School Band and first chair in both Jazz Band and District Band. He hopes to be on the JV Soccer Team at Fort Defiance High School. He introduced his grandparents: Carolyn and Ronnie Ritchie and Nancy and Charlie Harlow.
Wendell L. Coleman, Supervisor for the Wayne District, delivered invocation.
MATTERS TO BE PRESENTED BY THE PUBLIC- NONE
Mr. Garber made the following comment: “I was able to do something I thought was impossible—I ticked off one of my constituents the day I announced. I only invited supporters. This constituent is the grandmother of the well-spoken young man who led us in the Pledge. It is pretty hard to make her mad, but I was able to do that on my announcement. It had a good outcome. She felt so bad about it that in a day or two she invited me over for biscuits and chip beef gravy. I have tried for four years to make her mad at me again because I want to go back for biscuits and gravy!” He expressed appreciation of Carolyn and Ronnie Ritchie being here tonight supporting their grandson.
ROBINSON, FARMER, COX ASSOCIATES – AUDIT
The Board received a presentation of their 2011 Augusta County Comprehensive Annual Financial Report. The Board also considered the audit contract to be extended for an additional one-year term.
James Kelly, of Robinson, Farmer, Cox Associates, gave a presentation of the 2011 Augusta County Comprehensive Annual Financial Report. He commended staff and complimented how well all departments worked together. 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, materially correct, and no additional adjustments need to be made. Mr. Kelly highlighted key elements of the audit. He encouraged the Board to read the Management Discussion and Analysis, which was prepared by the Finance Department, and which gives a narrative of the key aspects of the County’s finances for FY11. Mr. Kelly noted that the balance sheet of the County reflects over $60 million in cash and investments and a fund balance of approximately $54 million. Of this amount, the General Fund had a balance of approximately $16 million, which is 27% of the General Fund expenditures for the year, $14 million is unassigned. He noted that in May, the Board adopted a new Fund Balance Policy, which breaks down the General Fund Balance into various categories. For the year, the General Fund revenues exceeded the expenditures and transfers by $2.3 million. The notes support the financial statements at the front of the audit. Mr. Kelly pointed out that Note #18 shows the components to the General Fund Balance Policy: non-expendable items; restricted items; committed items; assigned items; and unassigned items. Mr. Kelly added that the Schedule of Pension Funding Progress Exhibit reflects the County funds held at VRS and how much the anticipated liability that the County has with VRS if funded. The evaluation is done every two years. The funding ratio has decreased 9% from last year due to market conditions. Mr. Kelly noted Table 10, which noted that approximately 98% of Property taxes were collected. “That’s a tribute to the Treasurer’s office and the citizens of the County for paying their taxes.” Mr. Kelly also mentioned that 14 federal programs were audited with no instances of non-compliance found.
Mr. Beyeler commented that the Audit looked good. The report stated that they found nothing wrong with the Finance Department. He thanked Jennifer Whetzel, Finance Director, and Melissa Meyerhoeffer, Assistant Finance Director, for their hard work. “I look at the bottom line—which way we’re going. You look at one figure and it shows where we have a surplus; you look at another figure and it shows we’re increasing our debt. Some of that debt is Schools. If you spend as much money this year as you did last year, but you went in debt another $25,000; I don’t consider it going forward.
Twenty years ago, we owed $5.5 million; now, we’re paying over $8 million Principal and Interest just to pay off our debt. Basically, the Auditor said that the figures, as presented, are accurate.” He thanked Mr. Kelly for the audit.
Mr. Pyles agreed with Mr. Beyeler that it is good in Finance. He suggested that the next Board meet with Finance Department and go through the audit in more detail for a better understanding. “The Audit does show we have an outstanding department. They do things the right way. What we may not have is the right leadership to make sure the all the numbers go the right direction, but it has nothing to do with staff.” Mr. Pyles moved, seconded by Mr. Beyeler, that the Board approve the 2011 Augusta County Comprehensive Annual Financial Report as presented.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
* * * Mr. Beyeler moved, seconded by Mr. Pyles, that the contract with Robinson, Farmer and Cox Associates be extended for an additional one-year term.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
INFRASTRUCTURE ACCOUNT STATUS
The Board considered additions/deletions to infrastructure accounts.
Jennifer M. Whetzel, Director of Finance, reported that a list of deletions and closeouts to Infrastructure and Recreational Matching Grant Accounts and one construction project have been presented to the Board for consideration. An updated list had been given to the Board tonight. In line with the Fund Balance Policy that the Board approved in May, a formal Board action is needed to un-commit these funds so that they can be allocated to future projects.
Mr. Pyles moved, seconded by Mr. Coleman, that the Board approve the Infrastructure Account, as presented.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
REGIONAL RADIO INTEROPERABILITY COMMUNICATIONS
The Board considered regional report and recommendations on how to proceed.
Donna Good, ECC Director, gave a PowerPoint presentation to the Board. She noted that this is a part of the narrow band mandate. The existing radio system was installed in 1998; at a cost of $2.5 million. It is a conventional analog UHF wide band simulcast system using microwave. There are currently three sites at Elliott’s Knob, Massanutten and Devils Knob; and three receiver sites (which boosts a signal back to the primary sites to get back to the Operational Center) at Deerfield Fire/Rescue, Mt. Solon Fire/Rescue, Craigsville and Verona / ECC.
The Regional Radio Project will help meet the communications interoperability needs of the counties and cities. This project will allow Augusta County, Staunton, Waynesboro and Nelson County to replace technically outdated equipment. The equipment is no longer under warranty, parts are no longer available and will not be supported under maintenance contracts. The proposed project will involve procuring, ordering, installation, programming and deploying the radio equipment that is narrow band and P25 compliant. These mobiles and portables are needed for law, fire and rescue agencies that utilizes our primary dispatch frequency.
Interoperability is the ability for key public safety personnel to talk with one another via communication systems – to exchange voice and/or data with one another on demand and in real time, whenever necessary. It creates intercommunications that supports effective tactical incident management and strategic emergency management activities; these in turn support a continuity of operations and government functions during emergencies and catastrophic events. Channel banks and lists within all vehicles, fire, rescue and police should be consistent across the county. All VHF High Band and UHF mobiles and portables purchased must have a minimum of 100 channels. This is to allow for interoperability and neighboring jurisdictions frequencies.
All VHF High Band and UHF mobiles and portables must have the National Interoperability channels programmed into them per the Commonwealth of Virginia FY 2008 Strategic Plan for Statewide Communication Interoperability.
The P25 compliance standard was developed due to public safety agencies have been purchasing and using equipment developed by different manufacturers and operating on distinct spectrum. As a result, this equipment often cannot interoperate, preventing many public safety agencies from communicating when responding to critical incidents that threaten lives and property.
The Federal Communication Commission (FCC) has mandated new regulations that will split the band width of UHF radio frequencies from 25 kHz to 12.5 kHz. The term “narrow banding” refers to this requirement by the FCC that on or before January 1, 2013, all existing licensees and equipment will need to be converted to operate on channel bandwidths of 12.5 KHz or less. Any equipment that is not capable of operating on channels of 12.5 KHz or less will need to be replaced. The County and cities will need to be compliant with narrow band systems by the 2013 date. Some jurisdictions may experience a reduction in narrowband coverage compared with wideband. It may be necessary to install additional equipment to maintain coverage, particularly in rural areas. Transitioning to narrowband radio can make some portable, mobile, paging, base-station and repeater radios obsolete, resulting in a loss of coverage or capacity.
The emergency response community is running out of channels in the VHF and UHF bands. The FCC plans to redistribute (re-farm) newly created channels to help new emergency responder agencies obtain channels and enable existing agencies to expand. The FCC has stated it will take any non-compliant systems off the air after the deadline and assess Federal penalties including fines. Additionally, the FCC will begin re-farming the new 12.5 kHz channels created by narrow banding, which could result in interference with any wideband channels still in operation.
A Regional Radio Project Committee, consisting of Gary Critzer, City of Waynesboro; Captain Leslie A. Miller-Mitchell, City of Staunton; Donna Good, County of Augusta; and Jason Ball with the Staunton Fire Dept, and Captain Mitchell, representing the City of Staunton, was formed to help key decision makers choose a public safety communications strategy for the region. Staunton, Waynesboro and Augusta County hired RCC Consultants, Inc. to study and report on the implementation of a regional interoperable radio communications system. RCC’s report provided four options for consideration:
1. UHF Simulcast Non-Trunked Radio System 2. Digital UHF Simulcast Trunked Radio System 3. 700 MHz Digital Radio System 4. 800 MHz Trunked Radio System The Regional Radio Committee evaluated all the options and determined that expanding the existing UHF Simulcast Non-Trunked system currently in operation by Augusta County to include Staunton and Waynesboro frequencies and transmitter sites was the most suited for our region’s needs. This decision was based on the outcome of the report and consensus of the Regional Radio Committee. RCC’s report recommended:
• (7) Site system with approximately 15-16 channels in a UHF simulcast configuration should support the three jurisdiction’s radio needs • Adding Staunton and Waynesboro frequencies to County sites and adding County frequencies to the sites in both cities for regionalization • FCC licenses would have to be modified for regional system • Adding the Interoperability channels: UCALL, UTACT channels for (UHF) and adding the groups at the repeater sites, and options to add the call channels for VHF and 800 MHz as well.
• Leases with Ntelos for the existing towers will need to be reviewed Ms. Good advised that tonight’s request was for the Board to consider Phase 1 which consisted of the following:
(cid:132) The City of Staunton Fire and Rescue Department, the City of Waynesboro, Nelson County and Augusta County wish to proceed with the purchasing of the subscriber units: (Mobiles and Portables Radios), which would be purchased with funds from the 2010 State Homeland Security Grant ($ 1,140,917) which requires no match.
(cid:132) Upon agreement from the participating jurisdictions, we would move forward with regional purchasing of the radios. This will be beneficial with the programming of the radios and a regional effort for all agencies to move and implement narrow banding at the same time.
(cid:132) Also included with the purchase are additional radios for Augusta County’s Fire and Rescue Agencies using the Augusta County’s A.F.G. (Assistance to Firefighter’s Grant of $741,000; Augusta County’s match will be $ 148,000.) Ms. Good added that Phase 2 would include the following:
(cid:132) County of Augusta will move forward with narrow band mandates. Infrastructure equipment such as control stations and antennas will need to be replaced.
Equipment that is capable of narrow banding will need to be re-programmed.
(cid:132) Augusta County will have to examine improvements to coverage due to narrow banding. The development of at least two new sites will be needed in Middlebrook and Deerfield area to provide coverage.
(cid:132) Issues with national radio quiet zone, Green Bank Astronomy Observatory in WV.
due to (Effective Radio Power) ERP levels, (measurement of levels of a radio frequency).
(cid:132) Proceed with a design for Regional UHF Radio System with Staunton, Waynesboro and Augusta County.
(cid:132) Matters to be consider that would delay implementation of a regional radio system at this time:
(cid:153) Congressional Action: U.S. Congressional Bills that takes VHF and UHF from public safety thus forcing users into a move to 700 megahertz. If the pending U.S. Congressional Bills, H.R. 607 and S.1040 passes in its current form all existing UHF radio system licensees would have eight years from the date of enactment of the legislation to abandon UHF and move to 700 MHz.
(cid:132) Financing of the project. Formulas that could be considered:
A. One-third each jurisdiction, totaling $4.8 million ($1.6 million each) B. Subscriber units C. Populations D. Calls for service E. Populations/Calls for service 50/50 Mr. Beyeler asked when a decision was needed. Patrick J. Coffield, County Administrator, noted that Phase 1 has been funded. After Congress makes its decision, Phase 2 will be considered. Mr. Coffield thought it would take 12 to 18 months. John C.
McGehee, Assistant County Administrator, said that it depended on the partners and felt that it might take two to five years to actually have the system designed and ready to be bid.
Mr. Pyles asked if the procured grant money covers the mandate for 2013. Ms. Good said it would only cover the subscriber units, which is the mobiles and portables for fire rescue and law enforcement. It would also cover some of the reprogramming. Moving toward the regional project, antennas, etc., would have to be supported by the locality. Mr. Coffield clarified that Phase 1 would be covered. Ms. Good confirmed that the grant would support Phase 1.
Mr. Pyles expressed confusion of the mandate and asked when Phase 1 had to be in place. Ms. Good said January 1, 2013. Ms. Good said that could be done as a locality.
“If we’re looking at a regional system, it may be past that deadline if we’re looking at combining Staunton, Waynesboro, and Augusta County, all three together.” She added that if it could not be completed by January 1, 2013, they would ask for an extension.
Mr. Pyles asked if there would be some other things that would need funding next year.
Ms. Good said it would; for example, addressing Middlebrook and Deerfield coverage would not be part of the grant money. Mr. Pyles asked about a study that was to be ongoing for “holes in our system” if there had been any communication. Timmy Fitzgerald, Director of Community Development, said there has been coordination and communication. Mr. Pyles agreed that we needed to improve cell service in these weak areas.
Ms. Sorrells asked, when the County addresses narrow banding in 2013, at what point will the new towers be needed. Ms. Good said that would be in the Phase 2 portion.
When they switch over to narrow band, it could reduce coverage. Everything will be in place; but tower sites will most likely have to be added to supplement coverage. Phase 1 is basically replacing radio and mobile equipment.
Mr. Coleman mentioned that he was happy that the new Board members present tonight had the benefit of hearing this discussion to be prepared to move this project forward to Phase 2.
Mr. Beyeler understood that Phase 1 is funded but asked if you cut back to 12.5 kHz and you lose coverage, if you were going to need the towers sooner. Ms. Good said that they were going to hire an engineer consultant for assistance.
Jeff Moore, Supervisor Elect, asked about the mandate and if the radios would still be good. Ms. Good said that it could take up to 8 years to upgrade all systems and that the radios would last five to seven years.
John C. McGehee, Assistant County Administrator, advised that one of the issues with the narrow banding is that Green Bank “gets another lick at the sucker”. “We fought them in 1998 and we were able to get the power over Elliott’s Knob down to Deerfield to do a pretty good job of coverage. Since then, they have higher standards. The question is what Green Bank will allow us under 12.5. Every frequency that Donna has, we have to send through the FCC to get re-banded to the 12.5. We will have to send it to Green Bank who then gets to limit our wattage that we put out. We’ve got to decide whether we are going to fight Green Bank, like we did the last time, or go ahead and partner with somebody that is putting a tower in a certain location and just go ahead and put our equipment on those towers.” Mr. Beyeler wanted to be sure we had what was needed before proceeding. Ms. Good said they have looked at Truxell Gap, in the Middlebrook area, and on top of Little North Mountain.
Mr. Pyles asked if Nelson County was piggy-backing us just for equipment; Ms. Good said they were.
Ms. Good said part of their concern was Afton Mountain and Albemarle County. “We want radios where we can communicate with each other.” Mr. Beyeler moved, seconded by Ms. Sorrells, that the Board accept the recommendations for Phase 1.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
IT SUPPRESSION SYSTEM
The Board considered proposal to replace suppression system.
Jackie Zetwick, IT Director, reported that in 1991, when the Government Center moved to Verona, there were only two computers and no Network or 911 Center. Currently, there is a Network that encompasses the Government Center building, the Middle River Regional Jail, Social Services, Sheriff’s Office, Commonwealth Attorney’s office, and seven remote Service Authority locations. The 911 Center is the backbone for all County emergency operations, including Fire and Rescue and the Sheriff’s office. The Financial system has grown to provide for the School Board, Valley Vo-Tech and Social Services. Ms. Zetwick felt it imperative to protect equipment so that the Government Center and the agencies that depend on her remain functioning at all times. The areas to be protected by the fire suppression system are all mission-critical and any downtime in these areas would be detrimental to the County. The price listed in the proposal is to include the installation of the fire suppression system, replacement and relocation of existing fire alarm control panels, and the construction involved in all areas so that the rooms are all sealed and air-tight. Mr. Mauck, of Simplex Grinnell, was present to answer questions.
Mr. Coffield added that, currently, we have sprinkler systems that do not work well with computers. In mission-critical areas, it is planned to seal off the sprinkler system and provide a different suppression system that will stop a fire and protect the equipment.
Ms. Zetwick added that this is a liquid that, when released, vaporizes and “pulls the heat out of the fire”.
Ms. Sorrells asked for the location of the microfilm backups. Ms. Zetwick said they were located in IT.
Mr. Pyles felt that this should be reviewed further before approval and suggested to table this item. He expressed concerns of permanent placement of the system. Ms. Zetwick stated that the equipment in the IT Department cannot be moved without considerable expense. The equipment in the telephone closet and the routers and switchers could not be moved for the same reasons. Mr. Pyles questioned if the 911 Center were to be moved; Ms. Zetwick said it would be their computer room where all their servers and radio equipment is located. Mr. Pyles pointed out that if the Finance Department was combined with the School Board Finance Department (if located here), things would have to be done differently. Mr. Coffield added that the IT Department consisted of 1,924 sq. ft.; the ECC network room is 416 sq. ft.; the telephone closet is 326 sq. ft. “It is not the Finance office. It is not where we have our computers. It’s where we have the servers and the hardware.” He suggested that the Board view the locations at the next Staff Briefing.
Mr. Howdyshell asked if this meets the Fire Chief’s standards. Ms. Zetwick said that she, the Fire Chief, and Building Official met before this was brought to the Board.
Mr. Beyeler asked if this was the only company that did this type of system. Ms. Zetwick said they had considered three proposals.
Mr. Garber moved, seconded by Mr. Pyles, that the Board table this item until January 23, 2012, Staff Briefing.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
Lawrence Mauck, of Simplex Grinnell, advised that because of lots of changes and advancements in technology, certain commodities are no longer available. Demands for this system are constantly increasing. At the end of the year, they are looking at a 3-6% increase. They had looked at contractors to meet these specifications and were not sure if their prices would remain the same. He noted that building prices also fluctuate.
Mr. Beyeler asked if there were an annual fee for this system. Mr. Mauck said there would be annual fire alarm system inspection and a semi-annual inspection. As far as the agent, it never has to be replaced unless it goes off. Mr. Beyeler asked that these costs be provided at the next meeting.
DMV ANIMAL FRIENDLY LICENSE PLATES
The Board considered allocation of funds from DMV ($1,860) to support sterilization programs for dogs and cats. This proposal will carry over to the Department of Taxation contributions of tax refunds.
Ms. Whetzel reported that the Department of Motor Vehicles sells the Animal Friendly license plate at a cost of $25 per year in addition to the prescribed fee for vehicle registration. After the first 1,000 sets of plates are sold, $15.00 of each fee is made available to the locality in which the vehicle is registered. The locality, at that point has to certify that the money will be used to support sterilization of dogs and cats. For Fiscal Year 2011, DMV’s records indicate that our locality is due $1,860 from this fund.
She also informed the Board that this approval will dictate where the voluntary contribution funding will be given from the tax contributions ($148.05).
Mr. Beyeler asked if Kindred Spirits was picking up animals for sterilization. Mr. Coffield said they were not; Harrisonburg Center has been giving free vouchers to anyone who adopts an animal from the Animal Shelter. Mr. Pyles asked if Kindred Spirits would consider giving vouchers.
Mr. Beyeler moved, seconded by Mr. Pyles, that the Board authorize the County Administrator and Chairman of the Board to select the group to receive DMV funds if they will provide vouchers for sterilization of adopted animals.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
STREET ADDITION
The Board considered Community Development’s and VDOT’s recommendations to adopt resolution for acceptance of the following streets into the Secondary Road System in accordance with VDOT request.
1. Teaverton Subdivision, Unit 6A (Wayne District) Timmy Fitzgerald, Director of Community Development, displayed a map for review and noted that VDOT has inspected the streets and determined that it is in compliance.
Mr. Coleman moved, seconded by Ms. Sorrells, that the Board adopt the following resolution:
TEAVERTON, UNIT 6A – STREET ADDITION
WHEREAS, that the County and the Virginia Department of Transportation have entered into an agreement on August 26, 1996, for comprehensive stormwater detention which applies to this request for addition.
WHEREAS, VDOT Form AM-4.3 is hereby attached and incorporated as part of the governing body’s resolution for changes in the secondary system of state highways.
BE IT RESOLVED, that the Virginia Department of Transportation is hereby requested to add the following streets in TEAVERTON, UNIT 6A into the secondary road system of Augusta County pursuant to Section 33.1-229 of the Code of Virginia (1950) as amended:
Devonshire Court From: Westminister Drive (Route 1360) To: Intersection of Keswick Court (Route 1429) Length: 0.05 miles Keswick Court From: Intersection of Devonshire Court (Route 1422) To: 0.08 miles west of Route 1422 Length: 0.08 miles Devonshire Court From: Intersection of Keswick Court (Route 1429) To: End of Cul-de-Sac Length: 0.05 miles AND FURTHER BE IT RESOLVED, that the Board does guarantee the Commonwealth of Virginia an unrestricted right-of-way of 50 feet with necessary easements for cuts, fills, and drainage as recorded in Plat Book 1, Instrument #060013085, Page 6736, recorded October 6, 2006.
AND FURTHER BE IT RESOLVED, that the Virginia Department of Transportation will only maintain those facilities located within the dedicated right-of-way. All other facilities outside of the right-of-way will be the responsibility of others.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
LEE-JACKSON HEIGHTS SEWER PROJECT
The Board considered proposal to extend sewer line in subdivision (North River District).
Also considered allocating unused funding from completed project (Weyers Cave Fire Flow #80000-8013-27) back into Infrastructure Account.
Funding Source: North River Infrastructure Account #80000-8013-35 $51,100 Mr. Coffield reported that there are a number of individuals who are on private septic systems with their homes adjacent to other houses who are on public sewer. There has been a request to extend a sewer line to serve these houses. The Service Authority has prepared a proposal and funding cost to offset the deficit for the project estimated at $51,100.
Mr. Howdyshell has recommended approval from his Infrastructure Account.
Mr. Howdyshell stated, “If you have one failing system, soon in the future, there will be additional ones. To protect the health of that community, I would recommend that you allow me to use some of my infrastructure fund to fund this project.” Mr. Howdyshell noted that, with the completion of Weyers Cave fire flow project, he will be returning over $52,000 to his Infrastructure Account—more than enough to cover this project.
Mr. Pyles asked for clarification. Ken Fanfoni, Executive Director of Augusta County Service Authority, explained that a budget estimate was presented to Mr. Howdyshell. The connection fee has already been received. The Service Authority’s contribution will be Engineering Project Management, using the Service Authority’s crews to construct the line, which is keeping the cost down. He added that this has been a second request. Six years ago, several of the same residents had applied for this extension, but they could not get enough of interest from the community. He noted that these failing systems could not get health permits to replace their systems. The only option is to run a private sewer line down the state road. This has been denied by VDOT. There are six houses that can be served off of this extension and six or seven more houses that can be served on another line.
Mr. Howdyshell moved, seconded by Mr. Beyeler, that the Board approve the request.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett and Coleman Nays: Pyles Motion carried.
LANDFILL TIPPING FEES
The Board considered supplemental funding to offset landfill costs associated with recent fire.
Funding Source: Pastures Infrastructure Account #80000-8014-77 $192.05 Mr. Coffield reminded the Board that, at its last meeting, it received a proposal to assist a farmer with a turkey house fire. The Board previously approved $10,000 from the Pastures Infrastructure Account. Since that meeting, the project has been completed at an additional cost of $192.05.
Mr. Pyles moved, seconded by Mr. Coleman, that the Board approve the supplemental request.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
FARM LEASES 2012
The Board considered farm leases for Berry Farm and Mill Place.
Mr. Fitzgerald reported that bids were opened for the lease of the Berry Farm and Mill Place on December 9th. The following bids were received:
Berry Farm Dennis Michael – Hidden Springs Farm $20.00 per acre $2,200 total M. Bradley Dunsmore $15.00 per acre $1,650 total Mill Place Dennis Michael – Hidden Springs Farm $10.00 per acre $2,300 total Both bids were reviewed and the staff recommendation was for the County to enter into a lease agreement with Dennis Michael for both the Berry Farm and Mill Place so that these leases can be in effect January 1, 2012.
Mr. Garber moved, seconded by Mr. Beyeler, that the Board approve the recommendation.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
MOUNTAIN VIEW DRIVE
The Board considered allocation of Infrastructure funds for improvements to a private road for acceptance into the secondary road system (Rural Addition) (Beverley Manor District). This item was tabled at the Board of Supervisors November 22, 2011 Regular Meeting.
Funding Source: Beverley Manor Infrastructure Account #80000-8011-50 $10,000 Mr. Beyeler moved, seconded by Ms. Sorrells, that the Board remove this item from the table.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
* * * Mr. Fitzgerald advised that the property was viewed at the last meeting and it was determined that VDOT may be involved with the drainage issue. Since that time, he has met with VDOT and VDOT has agreed to repair the drop inlet and replace a pipe to better handle the drainage coming off of the road that is currently maintained by VDOT.
There will still be some grading work, some ditching, and some pavement that will need to be done in order to make the road acceptable by VDOT.
Chairman Shifflett felt that that section of road should have been paved when the other streets were. He had received a letter in October, signed by all four residents, requesting that this road be maintained by VDOT.
Mr. Beyeler moved, seconded by Ms. Sorrells, that the Board approve the allocation of Infrastructure funds.
Mr. Pyles appreciated VDOT’s participation of $5,000 and funding out of Infrastructure account and stated that he supported this request.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
CRAIGSVILLE FIRE DEPARTMENT
The Board considered request for donation of surplus law enforcement vehicle.
Mr. Coffield noted that there have been a number of requests for surplus law enforcement vehicles dating back to 2002 (6).
Mr. Pyles stated that because of the mileage traveled because of training or working with the Rescue Squad, this vehicle is needed.
Mr. Pyles moved, seconded by Mr. Howdyshell, that the Board approve the request.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
WEYERS CAVE VOLUNTEER FIRE COMPANY
The Board considered request for firefighting equipment in the amount of $6,125.
Funding Source: Middle River Infrastructure Account #80000-8012-68 John C. McGehee, Assistant County Administrator, reported that a request has been received from Weyers Cave Volunteer Fire Company to pay for an attack monitor (Blitzfire). This piece of equipment is versatile with various streams and oscillating movements. He noted that the Weyers Cave Volunteer Fire Company is 100% volunteer and there are no career people.
Mr. Garber moved, seconded by Mr. Coleman, that the Board approve the request.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
MEMORIAL PLAQUE
The Board considered recommendation to add a fourth plaque at Courthouse to honor those killed in the military since Vietnam.
Funding Sources: Beverley Manor Infrastructure Account #80000-8011-53 $328 Middle River Infrastructure Account #80000-8012-69 $328 North River Infrastructure Account #80000-8013-36 $328 Pastures Infrastructure Account #80000-8014-79 $328 Riverheads Infrastructure Account #80000-8015-70 $328 South River Infrastructure Account #80000-8016-63 $328 Wayne Infrastructure Account #80000-8017-73 $328 $2,296 Mr. Coffield appreciated the Staunton News Leader article. Ms. Sorrells had been assigned this project with the assistance of John Davis, Clerk of Augusta County Circuit Court and Judge Victor Ludwig.
Ms. Sorrells added that it has been very interesting working with John Davis to determine the type of plaque needed. She felt it important to honor those people who died to protect us. “They served and died to protect what we’re doing here tonight. For us to present this plaque in memory of them is appropriate. We couldn’t do what we’re doing, which is having an open government forum, if they didn’t do what they were doing. It is fitting to go on the courthouse because that is the heart of local government.” Judge Ludwig had stated, “You can’t honor them enough.” Ms. Sorrells moved, seconded by Mr. Howdyshell, that the Board approve the recommendation.
Mr. Pyles asked if names could be added. Ms. Sorrells said they could. She added that they had researched to be sure nobody between Vietnam and now had been killed in any military action before the current Iraq and Afghanistan engagements. She said that if it is learned that someone since World War I or II needs to be added, they can be without looking any different. He asked what was done if Law Enforcement or Fire Department lost their life. Mr. Coffield said there is a plaque out front of Company 10 that shows Fire & Rescue honorees; Law Enforcement is done at the Sheriff’s Department.
Ms. Sorrells added that she had received a phone call from VFW offering to help with a dedication ceremony.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
AGRICULTURE/FORESTAL DISTRICT SIGNAGE
The Board considered recommendation for signage.
Funding source: AIB Account #83050-6007 $5,000 Mr. Fitzgerald displayed a sample of signage and Ag Forestal District maps for proposed sign locations. The request before the Board is to consider the signs, the funding source and to refer back to the Agriculture Industry Board (AIB) for its review.
Ms. Sorrells reminded the Board that AIB had made this request a few months ago. AIB wanted to make a statement that “Agriculture is important to Augusta County and they ‘voluntarily’ joined this district to make this statement.” She felt that AIB could possibly get business sponsors to contribute to this signage and use their logo on the signs.
Ms. Sorrells moved, seconded by Mr. Coleman, that the Board refer this back to the Agriculture Industry Board for its consideration.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
WAIVERS/VARIANCES
Mr. Fitzgerald reported that a request had been made regarding a fire flow waiver for the Kenneth Bradley property, which is located on Route 340 in the Wayne District.
Tom Shumate, Surveyor, circulated a copy of the plan to the Board. He reported that Mr. Bradley runs an automotive and truck repair shop, sells used car and stores inoperative vehicles. He would like to construct a 4490 square foot addition to his existing building. Augusta County Service Authority has stated that adding an additional hydrant or any other feasible improvement would not improve fire flow. He noted that the site is situated between two existing hydrants – one 270 feet north on Route 340 and the other is 375 feet south.
Mr. Fitzgerald added that the fire flow requirement in the ordinance requires that this type of building have 750 gpm. Currently, 250 gpm is available for “domestic” use. The Service Authority has a long-range (and costly) plan along north 340 to do some work to try to improve fire flow in the area. Mr. Shumate cannot change the type of building he plans to build. He cannot install sprinklers because the water is not available. The possibility of putting a fire hydrant at the entrance of Mr. Bradley’s property had been discussed, but it had been determined that the fire hydrant would not help with fire flow.
It would help with the access of water in having a closer fire hydrant. He mentioned a similar incident with the Blue Ridge Chapel Church, in which the Board approved last year.
Mr. Coleman said this is a business with a need for growth.
Mr. Coleman moved, seconded by Mr. Beyeler, that the Board approve the request.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
CONSENT AGENDA
Mr. Coleman moved, seconded by Ms. Sorrells, that the Board approve the consent agenda as follows:
MINUTES
• Staff Briefing Meeting, Monday, November 21, 2011 • Regular Meeting, Tuesday, November 22, 2011
CLAIMS
Approved claims paid since November 9, 2011.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
MATTERS TO BE PRESENTED BY THE BOARD
The Board discussed the following issues:
Mr. Coleman:
1. Natural Chimneys – Road Naming Mr. Coleman moved, seconded by Mr. Beyeler, that the Board approve naming a road at Natural Chimneys Park “Larry Howdyshell Lane”.
Vote was as follows: Yeas: Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Abstain: Howdyshell Motion carried.
* * * 2. Because of it being the last scheduled Board meeting for 2011, Mr. Coleman made the following comment:
Words cannot express my feelings nor my thanks for the opportunity to work with each of you as we strived together to make Augusta County a place we can all be proud to call home. Did a little thinking about some people that I’ve certainly got respect for as I enter this phase of my life. One is Ralph Waldo Emerson who once wrote ‘We must judge a man’s wisdom by his hope.’ Dr. Martin Luther King, Jr. said ‘We must accept finite disappointment but never lose infinite hope.’ And, finally, Helen Keller said ‘Nothing can be done without hope and confidence.’ Despite our ongoing economic situation; despite the changes within our County budget; our recent election, we have cause to be hopeful.
I can only wish the best for the newly elected Board of Supervisors, our County Administrator, Mr. Coffield; our County Attorney, Mr. Morgan; Mr. Burnett, who is in the audience, our Economic Development Director; and all of our department heads and members of the various Boards and Commissions that work diligently on our behalf, that I remain confident in our new and continued leadership and their ability to weather the storm and continue to create new opportunities for the residents of Augusta County.
Best wishes and I am honored to have served the residents of Augusta County with each of you.
Mr. Garber made the following comment:
Some of you have seen plaques at people’s houses say ‘All of our guests bring us happiness, some by coming and some by going’. That’s kind of the way I feel about this building. I was pretty happy to come in four years ago and I’m happier to leave tonight.
Mr. Beyeler made the following comment:
Let me say something about these five members who are going off. There are times I think they are the lucky ones. This Board hasn’t always seen eye-to-eye 100% of the time but I am always reminded if we always see an item the same way, there are six of us who are not necessary. It has been a balanced board. Those of you that are going off have added a lot to the County and I want to say thank you and I think the citizens of Augusta County would also, if they were here tonight, would say thank you, too; because, as you know, it takes a lot of time to do this job. As a couple of you have said here tonight at the beginning of the meeting, for some reason, our phones are ringing more right now than they have for months. Thank you for your service and I have some faith in the new Board coming on and we will make some good decisions and we will make some that some people may not consider good, but, hopefully, what we do will be beneficial to the County as a whole. I feel like, although some of us would probably change some votes, you vote your conscious at the time and you do what’s best. Thank you, as a resident of Augusta County and a member of the Board, for your service.
Ms. Sorrells:
1. Recycling – Drug Drop-off Program – March. Recycling Committee, Staunton/Augusta Rotary Club, and Staunton, Waynesboro and Augusta County participates in this program. When advertising is done, can the County Seal be used?
2. Animal Shelter donation – Can the procedure be placed on the web?
Ms. Sorrells made the following comment:
This is our final meeting. It seems like, in many ways, eight years has kind of flown pretty fast. We were going through our transitional meetings and I remember Wendell and I pretty much looked like deer in headlights when we went through that pile of notebooks in that training. I would like to thank the citizens of Riverheads for, not once, but twice giving me the privilege of serving them. And I would like to thank this Board. I have learned so much from you and learned how governance works. I’ve been kidding everybody that I’m going to write a memoir about it, and I just might, but I’ve come up with the title! And the title is ‘Counting to Four’ as I look at local governance because, as we’ve talked about all the time, you can have the greatest ideas or the worse ideas, but if you can’t convince three other people that doesn’t amount to anything then you need to go forward. There will be lots of stories. I’ve been taking notes for the last eight years. I want to thank the staff of Augusta County. Certainly, the taxpayers get their bang for their buck. They have educated me for eight years and they have been very patient with me for eight years. I think this Board and the previous Board have accomplished a lot.
We have the Comp Plan that protects our agricultural areas and growth in the right places. We’ve totally reworked our ordinances, which hadn’t been done since 1980’s.
The ordinances in place were the ones that were pre-computer basically. A lot has changed since then. I think the seal up here has a good chance of continuing throughout this century of working family farms that are a part of Augusta County’s history. We’ve done a lot to protect our natural resources. There is going to be a big awards assembly tomorrow with the Service Authority and they did a lot for it, but we can’t forget that our Community Development worked on that ordinance and this Board is the one that ultimately passed it. Working together, all the departments, all the different groups of Augusta County, we’ve done a lot for Augusta County. We built a school. We’ve done two major renovations and we’ve done lots and lots of small to medium sized improvements throughout our school system, throughout our Parks and Recreation system. Our regionalism projects have just gotten stronger in the eight years. GART, the tourism efforts, flood control dams, our animal shelter is the newest thing. The three projects that are closest to my heart is the Middlebrook Library Station, which did win an award that I kind of interpreted as being the best in the nation library. We won a National Association of Counties award in the library category for counties our size. We won the best of the best awards. That makes it the best library in the nation. Of course, the Riverheads Fire and Rescue Station, we’ve successfully filled the biggest fire and rescue hole in the County. In 90 seconds, we can get to the heart of our community, which is our schools. Fire and Rescue Station opened in March, and twice I have been going down the road once right in the middle of the Village of Greenville, when there was an accident, and once just going to one of the high schools, and at accidents there was Riverheads Fire and Rescue directing traffic and helping with the accidents. That kind of gives you a lump in your throat thinking I was part of that. And then, finally, Greenville sewer; I’m on the Service Authority so I get to see that through to the flushing of the toilets. That is going to bring this historic village back to life. I just want to thank everybody for the opportunity and I’ll get started on the memoir next year.
Chairman Shifflett made the following comment:
I’ve enjoyed the last four years serving the citizens of Beverley Manor. I’ve learned a lot; accomplished a lot, and made many friends that I normally wouldn’t have been friends with otherwise without being on the Board. Come December 31st, when my term is up and January 1, when I am no longer a Supervisor, with sitting back and looking at the things that are going to be coming up the next four years, and with the economy, January 1, when I’m no longer a Supervisor, will not see any frowns on my face. Thank you all for letting me serve with you and it has been a pleasure working with staff.
Mr. Coleman, on behalf of the Board of Supervisors, presented the gavel to Mr. Shifflett and expressed his appreciation for Mr. Shifflett’s service as Chairman in 2011.
“Hopefully, Jeremy will cherish this and always have this close by to remind him of the wonderful four years that he has had. According to VACo, he is, in fact, the youngest Augusta County Supervisor in history.” Chairman Shifflett said, “So far I hold two unofficial records in Augusta County. One is the youngest Supervisor ever elected and, two, the youngest Chairman. To be a Chairman of the Board of Supervisors in Augusta County and quite possibly with the State.”
MATTERS TO BE PRESENTED BY STAFF
Staff discussed the following:
1. Greenville Sewer – In the Spring will be receiving bids. Working with Service Authority and the Engineering firm, constantly updating estimates. With 5% contingency, the project will break even with a 7% and 10% contingency, the project will have a small deficit.
2. Photos – January 4th @ 4:00 p.m.
3. Transition meetings – 2 already; 2 more.
4. Department of Conservation and Recreation – letter indicated moving forward with Stormwater management. In 2009, the Board . . .
a. Requested postponement of implementation of regulations due to State and National economic conditions and financial impact of proposed regulations on development.
b. If regulations are adopted, that the State operate program for first three years to ensure DCR compliance and revenue stream sustainability.
c. After a three-year operation by State that Augusta County would re- evaluate its decision to “opt out”.
Will convey these wishes to Mr. Echols unless the new Board directs him to do differently. Mr. Fitzgerald said that the State has asked for a decision in March.
There may be grant money available.
5. Planning District Commission – 2011 highlights distributed to Board.
6. SAW Consortium Health Insurance – does not need General Assembly legislation.
7. Shenandoah National Park – 75th Annual Award presented to the Board.
8. Fire and Rescue Agreements have all been signed!
* * * 9. Revolving Loan Fund for Fire Equipment Chairman Shifflett stated that this request had originally been brought by Mike Fisher and Chairman of the Emergency Services Officers Association and approved in October, by the Emergency Services Committee, and no one has any objections.
Mr. Pyles moved, seconded by Ms. Sorrells, that the Board approve the request from the Augusta County Emergency Services Officers Association to use a portion of the Aid-to-Localities money (currently used for a Revolving Loan Fund) to purchase personal protective gear (coat and pants) for the volunteer fire companies in Augusta County.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
ADJOURNMENT
There being no other business to come before the Board Mr. Beyeler moved, seconded by Ms. Sorrells, the Board adjourned subject to the call of the Chairman.
Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.
Chairman County Administrator H12-14min.11
