Regular Meeting – June 13, 2012
Regular Meeting, Wednesday, June 13, 2012, 7:00 p.m. Government Center, Verona, VA.
PRESENT: Tracy C. Pyles, Jr., Chairman
David R. Beyeler
David A. Karaffa
Marshall W. Pattie
Michael L. Shull
Larry J. Wills
Timmy Fitzgerald, Director of Community Development
Jennifer M. Whetzel, Director of Finance
Patrick J. Morgan, County Attorney
John C. McGehee, Assistant County Administrator
Patrick J. Coffield, County Administrator
Rita R. Austin, CMC, Executive Secretary
ABSENT: Jeffrey A. Moore, Vice-Chairman
VIRGINIA: At a regular meeting of the Augusta County Board of Supervisors held on Wednesday, June 13, 2012, at 7:00 p.m., at the Government Center, Verona, Virginia, and in the 236th year of the Commonwealth….
Chairman Pyles welcomed the citizens present.
Conner Hensley, an upcoming seventh grader at Stewart Middle School, led us with the Pledge of Allegiance. Conner enjoys playing soccer.
David A. Karaffa, Supervisor for the Beverley Manor District, delivered invocation.
MATTERS TO BE PRESENTED BY THE PUBLIC
Deputy Chief Kevin Wilkes, of Swoope Volunteer Fire Company gave a PowerPoint presentation designating problems of the building and asked for assistance for building renovations and repairs. He noted that the agency is 100% volunteers; receives approximately 32 calls a month, averaging 385 annually. They are EMS 1st Responder Agency and consists of 36 members, 21 active, 16 EMTs. He noted that the building is crumbling. It consists of three separate buildings and is piecemealed together. Needs:
Roof, gutters, siding, egress, expand bunk roof, open up lounge, repair flooring in “hall, emergency lighting, and storage areas. He made a one-time request of $87,000 and suggested that it be allocated from the seven districts (or possibly the three magisterial districts that uses their services the most).
Mr. Beyeler suggested that this be placed on the June 25th Staff Briefing for viewing.
Mr. Karaffa questioned the oldest part of the building being sound for renovation.
Deputy Chief Wilkes had not specifically asked the stability because of it being piecemealed together. The contractors looked at moving the walls, expansion of the bunk room, etc. He had specifically spoken with them concerning roofing on two parts of the three buildings.
GART/TOURISM AGREEMENT
The Board considered revisions to original agreement.
John C. McGehee, Assistant County Administrator, introduced Katie McElroy, Waynesboro Tourist Director; and Sheryl Wagner, Staunton Tourist Director. The Greater Augusta Regional Tourism (GART) Board was established about five years ago. A draft agreement had been enclosed in the Board’s advanced agenda package with the proposed changes indicated in red. GART’s purpose is to promote regional tourism in Staunton, Augusta county and Waynesboro. There is usually a monthly meeting open to the public. Each jurisdiction contributes $20,000 annually. Funds are expended on advertising/web; joint marketing projects; printed brochures/maps; and public relations. A PowerPoint presentation was given with Ms. Wagner and Ms. McElroy further explaining the program. It was mentioned that a “PressPass” is being considered in the near future which will provide a regional media familiarization (FAM) tour. Also mentioned was the economic impact, highlighting:
• Generated over $168 million in spending • Supported over 1,800 jobs • Provided $7.6 million in state taxes • Provided $6 million dollars in local taxes Mr. Beyeler moved, seconded by Mr. Pattie, that the Board approve the revised agreement, as submitted.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
RECYCLING REPORT – 2011
The Board received a presentation of 2011 State report.
Candy J. Hensley, Environmental Programs Manager, gave some background on the Recycling Committee. It was formed in 1991 and is a Board-appointed committee with seven members. Also, included in the Committee are two Landfill liaisons (Jerry Martin and Greg Thomasson) and herself as the Recycling Coordinator. Michael Shull was appointed by the Board to serve as a liaison, also. The Committee was mainly formed to answer public concern about recycling and the use of the Landfill. It was also due to a State mandate. Ms. Hensley introduced Marty Siebken, who is Chairman for the Recycling Committee, who gave a PowerPoint presentation. Highlights given were as follows:
Committee Responsibilities:
(cid:132) Education (booths at the Augusta County Fair and Sweet Dreams, etc.) (cid:132) Support Recycling Activities (cid:132) Review Monthly Tonnages (cid:132) Generate ideas to recycle additional items and reduce costs Required:
(cid:132) Recycling is required by the State (cid:132) Minimum rate is 25% (cid:132) State rate is 40.8% (2010) (cid:132) Up from 38.6% (2009) (cid:132) County rate is 30.8% (2011) (cid:132) Up from 29.6% (2010) (cid:132) includes County, Staunton & Waynesboro 2011 Tonnage:
(cid:132) Mixed paper 665 (cid:132) Metal 29 (cid:132) Aluminum 9 (cid:132) Glass 218 (cid:132) Cardboard 395 (cid:132) Plastic 40 (cid:132) Total 1356 (cid:132) Down approximately 4% from last year (1411 tons) Community Competition:
The Committee tracks recycling by compactor site. A “Recycling Champ of the Month” award is posted at the compactor site with the greatest % of solid waste recycled.
Other Recycling Activities:
(cid:132) Hazardous Waste Collection (cid:132) Spring Clean-Up (cid:132) Christmas Tree Recycling (cid:132) School Grants (cid:132) Public Outreach/Education Recycling Costs:
Maintenance of containers – minor cost Transportation $135,575 Glass cost $ 5,301 Total $140,876 ** Total recycling costs does not exactly reflect the cost to recycle. If the County did not recycle we would still be hauling as solid waste.
Recycling Revenue:
Mixed paper $ 7,200 Aluminum $ 8,021 Cardboard $22,136 DEQ Grant $15,382 Total $52,739 (Doesn’t include glass costs) Landfill Benefit:
(cid:132) 1356 tons recycled (cid:132) 2715 cubic yards saved (cid:132) Cost/Revenue – $61,020 Mr. Siebken noted that the Hazard Waste Collection Day was a well-received program.
Mr. Wills commended the Committee in what they do. He noted that Mt. Sidney rates had decreased last year. He advised that part of the reason was because the container gets packed because of the amount of usage on Fridays and Saturdays. He hoped that some improvements will be made in the near future.
Mr. Karaffa asked what the daily tonnage was. Ms. Hensley said they usually do the report on a monthly basis but would be able to provide that information if desired.
LEVEL III HAZARDOUS MATERIALS EMERGENCY RESPONSE AGREEMENT
The Board considered Level III Hazardous Materials Emergency Response Agreement between the Virginia Department of Emergency Management (VDEM) and Augusta County.
Fire Chief Carson Holloway reported that this agreement with the Virginia Department of Emergency Management (VDEM) would allow them to continue partnering as part of a composite team known as the Central Shenandoah Valley Hazardous Materials Response Team. An agreement has been in place since the early 1990’s and is renewed every four years. The Response Team consists of personnel and equipment from the following local jurisdictions: Harrisonburg, Rockingham County, Augusta County, Waynesboro and Staunton. Each locality signs a similar agreement with VDEM allowing a more timely and effective response to be initiated to mitigate in the event of a hazardous materials incident. By partnering in the agreement, it lessens the financial and resource burden that such an event would have on a single jurisdiction. It will also help assure that in the event of a hazardous materials incident in the Central Shenandoah Valley, there are adequately trained and equipped personnel to respond.
Fire Chief Holloway added that this agreement has been reviewed by the County Attorney and approved with some minor changes he suggested to VDEM and they made.
Mr. Shull moved, seconded by Mr. Karaffa, that the Board approve the agreement.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
FUND BALANCE YEAR END UPDATE
The Board considered deletions/closeouts to Infrastructure/Recreation Matching Grants Accounts, construction projects and year-end carryovers per Fund Balance policy.
Jennifer M. Whetzel, Director of Finance, advised that a list of Infrastructure and Matching Grant Accounts were included in the agenda package that needed to be uncommitted before June 30th in order to reallocate funds in the future. She noted that the list was not as lengthy due to outstanding projects being completed by the previous Board. There, also, are possible carryovers for the School Board, Social Services and Comprehensive Services Act (CSA) Funds that would need to be committed before the end of year and at a subsequent date the amounts would become available. This is in line with the Fund Balance Policy that the Board approved in May, 2011.
Mr. Beyeler moved, seconded by Mr. Shull, that the Board approve the recommendations of staff.
Mr. Wills asked if Ms. Whetzel would check with the Service Authority regarding the Weyers Cave fire flow project. He thought that project had been completed. Ms. Whetzel said that it was near completion.
Mr. Karaffa asked about the Route 649 drainage project. Timmy Fitzgerald, Director of Community Development, said Route 649 was Round Hill Road where the previous Board had discussed drainage problems off of the apartments (Brittany Knoll) and there were issues with pipes at Round Hill Road into a front yard, which has now been foreclosed. Mr. Fitzgerald said that an agreement had been made with VDOT and Augusta County that VDOT would upgrade the pipes going under Round Hill Road and Augusta County would go on the drainage easement which is under a driveway and install a bigger pipe. VDOT’s project has been completed. Mr. Fitzgerald said there is still an issue of the pipes in the driveway not being large enough. All the water is still sitting in the front yard. The County Administrator added that work cannot be done on private property without a proper easement.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
WAIVERS/VARIANCES
The Board considered the Alternative Compliance Buffer (Wayne District).
Mr. Fitzgerald advised that DuPont Community Credit Union is planning to construct an ATM kiosk on property they own located in Windward Pointe. The property is zoned Business and pursuant to Section 25-308 of the Zoning Ordinance, is required to provide a buffer yard to any adjacent property not entirely zoned Business or Industrial. The property on the east and north side of the Credit Union’s property is zoned Residential which requires the buffer yard. DuPont Community Credit Union is planning to provide the required buffer to the Residential property on the east side; however, there is a Stormwater management facility on the north side of the property. Section 25-308 provides guidance for alternative compliance in this situation. The drainage easement adjacent to the Credit Union’s property meets the requirements for alternative compliance and staff recommends approval.
Mr. Beyeler moved, seconded by Mr. Karaffa, that the Board approve the waiver.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
CONSENT AGENDA
Mr. Karaffa moved, seconded by Mr. Shull, that the Board approve the consent agenda as follows:
MINUTES
Approved minutes of the following meetings:
• Staff Briefing Meeting, Monday, May 21, 2012 • Regular Meeting, Wednesday, May 23, 2012
CLAIMS
Approved claims paid since May 9, 2012.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
MATTERS TO BE PRESENTED BY THE BOARD
The Board discussed the following issues:
Mr. Wills: Funding Requests – Asked that Audit Financial Statements be provided with future funding requests from community organizations so that the Board can fully understand what the financial status of that organization is.
Mr. Shull:
BERRY FARM TIMBER BIDS
Mr. Shull stated that, after further review with Mr. Beyeler and the Virginia State Forestry, he would like to reconsider reharvesting the trees on the Berry Farm.
Mr. Shull moved, seconded by Mr. Pattie, that the Berry Farm Timber be rebid.
Vote was as follows: Yeas: Pattie, Shull, Wills, Beyeler and Pyles Nays: Karaffa
Absent: Moore
Motion carried.
* * *
Mr. Beyeler: Sherando right-of-way – Asked for authorization for the County Attorney to research. He noted that the road was relocated in 1940. It was the consensus of the Board to authorize the County Attorney to research.
MATTERS TO BE PRESENTED BY STAFF
Staff discussed the following:
1. Government Financial Officers Award given to the Finance Director: “Certificate of Achievement for Excellence in Financial Reporting” by Government Financial Officers.
2. Jennifer M. Whetzel, Director of Finance, reported:
a. County Budget is available on the website b. Reassessment Update – Wingate has moved office to the training room upstairs. First fieldwork viewing will be in the North River District (touching Pastures District). Will be talking to contractor on a monthly basis and will give the Board an update.
c. VPSA refunding – 2004 bond was refunded by the State. Savings to the County: $103,323. July 2013 debt service payment will be reduced by this amount and will reduce transfer from School CIP to cover debt service payments above $7.256 million limit.
d. Greenville Sewer Project – Bid opening held yesterday (June 12th).
Received five bids; evaluating lowest bidder and recalculating math.
Financing package/resolutions and public hearing – July 11th.
e. USDA Lease – Renewal of lease; public hearing required – either June 27th or July 11th.
3. Audit Committee – met with Robinson, Farmer, Cox Associates today.
Information distributed to Board.
4. Mills Creek Dam – out to bid for road repair (Augusta County responsible for 35%) over $100,000 for improvement. Mr. Fitzgerald added that it will be graded once a week.
5. Dollar General – Crimora – Shenandoah Valley Electric is working with getting shields on lights.
6. VDOT I-64 meeting yesterday. Written comments are open until June 22nd. Let Timmy Fitzgerald or Mr. Coffield know of any concerns.
7. Stormwater Management – Public Briefing at Government Center, July 17th, 1:00 p.m. – 4:00 p.m.
8. Augusta County Fair Request – information distributed to Board (included how funded last year); Board directed staff to place on next agenda.
9. Treasurer’s June 5th tax report FY11: Uncollected money was $2.4 million.
FY12: Collected: $1.5 million. Over $500,000 was collected (paid in full).
10. Extension Office – Forages position closes out on June 20th (7 applicants received to date). Livestock position will not be advertised until August 1st. 11. VACo Regional Meeting – June 26th, 6:00 p.m., at Rockingham County Government Center.
12. Judge Goodwin has requested General District Court renovations.
13. Regional Headwaters meeting, June 19th, at 10:00 a.m. – Agenda distributed to Board.
CLOSED SESSION
On motion of Mr. Karaffa, seconded by Mr. Wills, the Board went into closed session pursuant to:
(1) the personnel exemption under Virginia Code § 2.2-3711(A)(1) [discussion, consideration or interviews of (a) prospective candidates for employment, or (b) assignment, appointment, promotion, performance, demotion, salaries, disciplining or resignation of specific employees]:
A) Boards and Commissions (2) the economic development exemption under Virginia Code § 2.2-
3711(A)(5)
[discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of its interest in locating or expanding its facilities in the county]:
A) Industrial Prospect (3) the legal counsel exemption under Virginia Code § 2.2-3711(A)(7) [consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, and consultation with legal counsel regarding specific legal matters requiring the provision of legal advice by such counsel, as permitted under subsection (A) (7)]:
A) Fire and Rescue Survey On motion of Mr. Beyeler, seconded by Mr. Karaffa, the Board came out of closed Session.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
The Chairman advised that each member is required to certify that to the best of their knowledge during the closed session only the following was discussed:
1. Public business matters lawfully exempted from statutory open meeting requirements, and 2. Only such public business matters identified in the motion to convene the executive session.
The Chairman asked if there is any Board member who cannot so certify.
Hearing none, the Chairman called upon the County Administrator/ Clerk of the Board to call the roll noting members of the Board who approve the certification shall answer AYE and those who cannot shall answer NAY.
Roll Call Vote was as follows:
AYE: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles NAY: None
ABSENT: Moore
The Chairman authorized the County Administrator/Clerk of the Board to record this certification in the minutes.
BOARDS AND COMMISSION APPOINTMENTS
Mr. Wills moved, seconded by Mr. Pattie that the Board make the following appointments:
VDOT METROPOLITAN PLANNING ORGANIZATION APPOINTMENTS
1. Policy Committee: Jeffrey Moore and Timmy Fitzgerald (Augusta County Representatives) and David Karaffa as alternate 2. Technical Advisory Committee: Becky Earhart, with Kim Hull as alternate
YOUTH COMMISSION
Reappoint Linda Yancey to serve another three-year term, effective July 1, 2012, to expire June 30, 2015.
Reappoint Stephen N. Bridge to serve another three-year term, effective July 1, 2012, to expire June 30, 2015.
Reappoint Kendra Leigh Beyeler to serve another one-year term, effective July 1, 2012, to expire June 30, 2013.
CENTRAL SHENANDOAH PLANNING DISTRICT COMMISSION
Reappoint Joey Colvin to serve another three-year term, effective July 1, 2012, to expire June 30, 2015.
LOCAL EMERGENCY PLANNING COMMITTEE
Appoint Deputy Chief Mike Armstrong to serve an unexpired on-year term, effective immediately, to expire January 1, 2013.
BLUE RIDGE CRIMINAL JUSTICE BOARD
Appoint David A. Karaffa to be the County’s representative.
SHENANDOAH VALLEY DETENTION HOME
Appoint Candy J. Hensley to serve an unexpired four-year term, effective immediately, to expire December 31, 2012.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
ADJOURNMENT
There being no other business to come before the Board, Mr. Pattie moved, seconded by Mr. Wills, the Board adjourned subject to call of the Chairman.
Vote was as follows: Yeas: Pattie, Karaffa, Shull, Wills, Beyeler and Pyles Nays: None
Absent: Moore
Motion carried.
Chairman County Administrator
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