Staff Briefing Meeting – August 24, 2009

Staff Briefing Meeting, Monday, August 24 2009, 1:30 p.m. Government Center, Verona, VA.

PRESENT: Larry C. Howdyshell, Chairman
David R. Beyeler
Gerald W. Garber, Vice-Chairman
Wendell L. Coleman
Tracy Pyles, Jr.
Jeremy L. Shifflett
Nancy Taylor Sorrells
Patrick J. Morgan, County Attorney
Dale L. Cobb, Director of Community Development
Jennifer M. Whetzel, Director of Finance
John C. McGehee, Assistant County Administrator
Patrick J. Coffield, County Administrator

VIRGINIA: At an adjourned meeting of the Augusta County Board of Supervisors held on Monday, August 24, 2009, at 1:30 p.m., at the Government Center, Verona, Virginia, and in the 234th year of the Commonwealth….

ROADS

1. The Board discussed the VDOT follow-up report of July 20, 2009, staff briefing meeting.

The Board accepted report as information.

2. The Board discussed the resolution for the TIGER grant application.

The Board authorized placing on the August 26, 2009, consent agenda for consideration.

ANIMAL CONTROL – ORDINANCE AMENDMENT

The Board discussed code revisions relating to sale of multi-year licenses, license fees and shelter costs. It was the consensus of the Board that the ordinance be revised to reflect collection for certified letters costs.

The Board authorized placing on the August 26, 2009, regular agenda for consideration.

PERSONAL PROPERTY TAX RELIEF PROGRAM – RESOLUTION

The Board discussed resolution establishing the rate of tax relief of qualifying vehicles for purposes of the Personal Property Tax Relief Act.

The Board authorized placing on the August 26, 2009, regular agenda for consideration.

LIBRARY RENOVATION – PHASE II

The Board discussed acceptance of construction bid and costs associated with project.

Funding Sources: Building Sinking Account #80000-8198 $ 133,002.00 Library Phase II #80000-8051 $ 454,740.12 Agriculture Development Account #80000-8167 $1,053,094.00 $1,640,836.12 The Board authorized placing on the August 26, 2009, regular agenda for consideration.

PARKS AND RECREATION MATCHING GRANT – BUFFALO GAP HIGH SCHOOL

SPORTSMAN CLUB

The Board discussed (A) recommendation of Parks and Recreation Commission to award a grant in an amount not to exceed $36,464 for a concession stand and handicapped restroom; and (B) approval of Grant Agreement.

Funding Source: Pastures Recreation Account #80000-8024-23 $36,464 Pastures Infrastructure Account #80000-8014-59 $31,536 The Board authorized placing on the August 26 2009, regular agenda for consideration.

UPPER VALLEY REGIONAL PARK AUTHORITY

The Board discussed transfer of:

A) Grand Caverns to the Town of Grottoes; The Board authorized placing on the August 26, 2009, public hearing agenda for consideration.

B) Natural Chimneys to Augusta County Funding Source: North River Recreation Matching Grant Account #80000-8023-30 $100,000 The Board authorized placing on the August 26, 2009, regular agenda for consideration.

FIRE AND RESCUE MASTER PLAN

The Board received a presentation by staff on Master Plan and proposal to:

A) Establish a new Fire and Rescue station in Riverheads District; B) Company 10 relocation evaluation The Board authorized placing on the August 26, 2009, regular agenda for consideration.

INFRASTRUCTURE/PARKS AND RECREATION MATCHING GRANTS ACCOUNT

STATUS – FY09-10

The Board discussed additions/deletions to infrastructure accounts.

The Board authorized placing on the August 26, 2009, consent agenda for consideration.

YEAR-END BUDGET FY08-09 – BUDGET CLOSEOUT

The Board received a presentation by Finance Director regarding budget closeout and impact on current budget revenues and expenditures.

The Board accepted presentation as information. County Administrator distributed to the Board School Board correspondence regarding year-end FY08-09 fund balance.

The Board authorized placing on the August 26, 2009, regular agenda for consideration.

MATTERS TO BE PRESENTED BY THE BOARD – NONE

MATTERS TO BE PRESENTED BY STAFF

Staff discussed the following:

1. Swine Flu – distributed brochure to Board.

2. Economic Development Director transition briefings – briefed the Board that transition briefings began last Friday (August 21st). Economic Development Director attended the IDA monthly meeting.

3. Household Hazardous Waste Day – September 26th, 8:00 a.m. to 12:00 noon, at the Government Center.

4. Cell phone – RFP still under evaluation. Hope to bring before the Board in September.

CLOSED SESSION

On motion of Mr. Garber, seconded by Ms. Sorrells, the Board went into closed session pursuit to:

(1) the personnel exemption under Virginia Code § 2.2-3711(A)(1) [discussion, consideration or interviews of (a) prospective candidates for employment, or (b) assignment, appointment, promotion, performance, demotion, salaries, disciplining or resignation of specific employees]:

A) Boards and Commissions B) Personnel (2) the real property exemption under Virginia Code § 2.2-3711(A)(3) [discussion of the acquisition for a public purpose, or disposition, of real property]:

A) Off of Route 11 in Riverheads District (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) Contract discussion On motion of Mr. Garber, seconded by Ms. Sorrells, the Board came out of Closed Session.

Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.

The Chairman advised that each member is required to certify that to the best of their knowledge during the closed session only the following was discussed:

The Chairman asked if there is any Board Member who cannot 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 answer shall answer NAY.

Roll Call Vote was as follows:

AYE: Shiflett, Coleman, Garber, Sorrells, Howdyshell, Pyles and Beyeler NAY: None 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. Garber moved, seconded by Ms. Sorrells, the Board adjourn subject to call of the Chairman.

Vote was as follows: Yeas: Howdyshell, Sorrells, Garber, Beyeler, Shifflett, Pyles and Coleman Nays: None Motion carried.

Chairman County Administrator H8-24sbmin.09