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Minutes of other Meetings |
Minutes of the Board of Supervisors
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6:00 P.M. 
CALL TO ORDER Chairman Harper called the August 4, 2008 regular meeting of the Louisa County Board of Supervisors to order at 6:00 p.m. Mr. Byers led the invocation, followed by the Pledge of Allegiance. CITIZENS INFORMATION PERIOD
Mr. Harry Jackson Patrick Henry District stated he had previously been before the Board and he spoke about Trevilians Battle Station Foundation and the Department of Gaming and Inland Fisheries. Mr. Jackson said he had sent an email to the Governor prior to coming before the Board and he had finally received a response. Mr. Jackson gave each Supervisor a copy of the letter he received from the Governors Office. Mr. Jackson said the letter stated the DGIF was not pursuing a lease for the Trevilian land at this time because the 300 plus acres had to be brought before the lease was pursued. Mr. Jackson said he believed as soon as DGIF had money to buy the land it would be bought immediately. Mr. Jackson stated the letter from the Governors Office said it all.
ADOPTION OF THE AGENDA Mr. Harper stated he would like to add two closed sessions to the agenda. Ms. Pandak stated the codes for the closed sessions were as follows: 1. In accordance with §2.23711 (A) (1) VA Code Ann., for the purpose of discussing personnel reporting directly to the Board of Supervisors. 2. In accordance with §2.23711 (A) (3) VA Code Ann., for the purpose of discussing the acquisition of real property for a public purpose where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. 3. In accordance with §2.23711 (A) (7) VA Code Ann., for the purpose of consultation with legal counsel on actual or probable litigation (specific legal matters requiring the provision of legal advice by counsel).
Mr. Spencer stated he would like to add a letter from Mr. Edward Massey. Mr. Spencer stated he would to add a discussion on the status of county vehicles. Mr. Barnes said he would like to add a discussion for consideration of local contractors. Mr. Havasy stated he would like to add a presentation from Mayor Robert Coiner of Gordonsville on their new library. Mr. Gentry stated he would like to add a resolution requesting VDOT to do a speed study at Rising Sun Community Center. Mr. Gentry stated he would like add a resolution requesting VDOT to put a “Children Playing” sign at the new park on Route 618.
On motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the August 4, 2008 agenda was adopted as amended.
PRESENTATIONS 2008 Internship Program Ms. Pamela Vaughan thanked the Board their support of the program, the sponsors, Ms. Ava Pippin and the interns for their dedication to serve. Ms. Vaughan gave a special thanks to Stacey Richardson for her assistance with the presentation and Robert Hiter and Ryan Minnick for their creativity and hard work in putting together the presentation. Ms. Vaughan also gave thanks to Ms. Sherry Vena for encouraging her to manage and coordinate a program that she felt very strongly about.
Ms. Vaughan stated again this year the program was very visible and successful. Ms Vaughan said becoming an intern for Louisa County was a very competitive process. Ms. Vaughan said this year she and the Department sponsors attended the Chamber of Commerces job fair at the High School. Ms. Vaughan stated the Department sponsors talked with the students about their positions and expectations. Ms. Vaughan said the process was revamped to be more like a real world experience.
The interns that were at the Board meeting introduced themselves and then the video presentation was given. Mr. Harper said the presentation was great and the Board really appreciated the interns and the sponsors.
Mr. Gentry thanked the interns and the staff. Mr. Gentry said there were a lot of students trying to get into the program.
Mr. Spencer said in the last several years there had been some fantastic interns. Mr. Spencer said some of the summer interns had became full time county employees. Mr. Spencer asked the Board and Mr. Lintecum that when a vacancy came available that one of the students worked in, the student be notified so they could apply.
Mr. Harper asked who was R2 Production. Ms. Vaughan said Robert and Ryan. Mr. Havasy suggested the interns come forward to take a picture. TJPDC Legislative Program Mr. David Blount stated he has come before the Board annually to speak about the development of the regional legislative program and to get input from the Board. Mr. Blount said this year would not be different from any other. Mr. Blount explained priorities would be established and the timeline would focus on that list of priorities. Mr. Blount stated the list of priorities would be given to the legislators well before the next legislative session.
Mr. Blount said in August he was meeting with local Boards and City Councils to get input, he would then do a draft with what he had received and get that back to each Board hopefully sometime in September. Mr. Blount said he would then come back to the Board to discuss the program and obtain the Boards approval in October.
Mr. Blount said in addition to the priorities, specific concerns and requests of the localities would be listed. Mr. Blount stated some of the same thing from last year would be at the top of the priority list. Mr. Blount said there was a lot of the discussion about Senate Bill 768, which was the bill the homebuilders put forward to eliminate the 30 years of cash proffer authority, in favor of a limited system of impact fees. Mr. Blount said the chief lobbyist came to the last meeting and said the homebuilders would probably not be pursuing that legislation this year but they were looking at some different alternatives. Mr. Blount stated since the beginning, the program has been very complex and very difficult to understand.
Mr. Blount asked for any input from the Board on the program. Mr. Gentry said it was becoming very frustrating that every year the list was the same. Mr. Gentry asked what needed to be done to turn this around. Mr. Gentry said it seemed that the attention to county governments and their concerns was becoming less and less.
Mr. Spencer said as of July 1, 2008 there was a decrease in community based services and asked what was going to happen in January 1, 2009 with residential services.
Mr. Blount said beginning January 1, 2009 there would be a 15 percent increase in residential based services and in July 1, 2009 that would go up to 25 percent. Mr. Spencer asked if the State going to continually cut the amount localities received. Mr. Blount said he believed the State was trying to make their budget work and as a disincentive to using the high residential services, they cut the match rate to encourage community based services. Mr. Blount said there had been a small amount of assistance from the State but not a lot.
VDOT Monthly Update - Jamie Glass, Resident Administrator, provided an update of VDOT activities, which included the following: Maintenance: · Maintenance Crews have been performing the following activities: o Patching holes and edges on secondary roads. o Drainage work on secondary and primary roads. o Zipper patching on secondary roads. o (the Zipper is a loader-mounted milling machine that can mill the road to a depth of 12”) o Bridge joint repairs on Routes 208, 719, 601 and 614. o Cutting high shoulders. Construction: · Residency Construction Crew has started construction on Route 658 (Old Apple Grove Rd.). Route 658 is a Rural Rustic project that will be constructed in sections. The portion between Rt. 648 (Gardners Rd.) and the bridge will be constructed at this time with the remainder being built at later dates as funds are made available. Land Use: · There were 6 sets of site plans/plats submitted in the past month to the Residency for review by Residency and District Planning Staff. · Route 792 (Carters Rd.), a “Speed Limit 25 MPH” sign has been installed. · Route 687 (Daniel Rd.) a “Side Road” sign has been installed prior to the intersection of Route 1151 (Palomino Dr.). · Route 1112, (First Street) in the Town of Mineral, a “Parallel Parking Only” sign was installed per a request from the Town. · Route 15, Zion Crossroads area, “Distribution Center” signs were installed to assist truck traffic in locating Rt. 798 (Liberty Trail). Mr. Havasy asked that VDOT check into the stop light at Lowes. Mr. Glass said he would contact traffic engineering, they may have to check the timing on the light. Mr. Byers asked for VDOT to follow up on Plum Tree Road. Mr. Glass said he would check with the developer and if they werent going to do anything any time soon they would start on that project. NEW BUSINESS Mayor Robert Coiner, Mayor of Gordonsville stated he came before the Board to discuss the Gordonsville Library. Mayor Coiner said the library would service the western part of Louisa County, the town of Gordonsville and that end of Orange County. Mayor Coiner said the library would cost approximately $1.1 million. Mayor Coiner said it would have the space of Louisas Library. Mayor Coiner said the total checkouts and renewals from non-residents for the past year were 17,231 and checkout and renewals for residents was 22,014. Mayor Coiner said with Gordonsville being uniquely positioned in the corner and right on the line non-residents were 44 percent of its users. Mayor Coiner said Towns dont fund libraries and other counties dont fund libraries in other counties, he wasnt looking at this as funding. Mayor Coiner stated however since the reality was it served the western end of Louisa County, he was asking for a one time contribution from the Board. Mayor Coiner said the town of Gordonville donated $20,000. Mayor Coined said $89,000 had been raised so far. Mayor Coiner said a library would be built even if the $300,000 wasnt raised, unfortunately the one that would be built without the $300,000 would be just a little bigger than the one that was there now. Mayor Coiner said the Town of Gordonsvilles donation was contingent on the larger version being built and if Louisa decided to give a donation, they could do the same. Mayor Coiner said there were also naming opportunities for rooms in the larger library for sizable contributions. Mr. Spencer asked how much Orange County was putting into the library. Mayor Coiner said they were committed to $700,000 in their budget however they said it would cost $1.1 million so indirectly, Orange County committed to $800,000. Mr. Havasy asked what was the timeline to raise the $300,000. Mayor Coiner said they had until October 1, 2008. It was a consensus of the Board to take the matter under advisement. Mr. Spencer stated he received a letter from Mr. Edward Massey. Mr. Spencer read the letter from Mr. Massey and it read as follows: “Dear Mr. Spencer, I am following up on topic of discussion before the open Board on my concerns with Darren Coffey and the way my property separation was handled. As I explained to the BOS I did not feel that Mr. Coffey had any State or County law to base his decision. This matter was tasked to Mr. Lee Lintecum to look into and get back to the Board and myself. I have not heard anything from Mr. Lintecum. I telephone him last week and he still has not given me any answer only that he has not had time to look into this. I would appreciate it if you would check into this matter, as this situation has been going on for two years since I first approached the Board with my concerns.” The letter was sign Ed Massey. Mr. Spencer said he just wanted to get to the bottom of this. Mr. Spencer asked did the Board have any control over vehicles with other agencies. Mr. Lintecum said the control he would think the Board would have would be budgetary. Mr. Spencer read an email he received. Mr. Spencer asked was the county giving out cars to people who worked in other counties. Mr. Spencer asked what could be done to stop this. Mr. Harper asked Mr. Lintecum if he had knowledge of this particular individual. Mr. Lintecum said he did not have any knowledge of that particular individual. Discussion Long Range Planning Committee Mr. McLeod said two Board members and himself met on the 24th of July to possibly come up with a method for the Long Range Planning Committee. Mr. McLeod said there were two major focuses of the group; what would be the cost of the Moss-Nuckols Elementary School and to look at the population growth to see the need in the next 15 years for schools. Mr. Harper said he agreed it was pretty late. Mr. Harper said the Board had already started a process for this and he wonder if they wanted to just continue with that. Mr. Gentry said a lot of the points made by Mr. McLeod were what was being discussed in the Board of Supervisor/School Board Committee and there seemed to be a lot of overlapping. Mr. Gentry said the only difference was the School Board/Board Supervisor Committee didnt have citizen input. Mr. Wright said if the Board changes it now, the Board would be telling the School what they thought was going to work, wasnt going to work. Mr. Wright said the Board needed to stick with what they had. Mr. Barnes stated the new committee was to look at the CIP down the road. Mr. Barnes said the Board may have to look at hold backs in the futures with budgets. Mr. Barnes said the Board needed to start looking at processes that involved citizen input. Mr. Barnes said they looked at the fund balance and maybe keeping 20 percent in the general balance. Mr. Barnes said it was going to be shaky for local governments in years to come and the Board needed to start forecasting with whatever committee they decided on. Mr. Byers said when he and Mr. Gentry had their meeting with the two School Board members, he realized that there were some initiatives the School Board would have to take for themselves. Mr. Byers said they were there to gather information not to direct the School Board. Mr. Harper said the Board would continue with the group as it was. Mr. Harper said he thought the committee was a great idea and it could be something the Board does in the future. Mr. McLeod said when and if the committee was started it could possibly be more than just capital projects, maybe other budgetary issues with citizen involvement. NEW BUSINESS Discussion CSA Officer Mr. Wright said the county had a person but they were at Social Services, where they should be. Mr. Wright said at one time there was someone in house part-time and they moved over there because that was where CSA was handled. Mr. Wright said there was someone there now full time as the CSA Coordinator. Mr. Wright said there was a rural group of six counties that Mr. Paul Oswell met with to talk about CSA issues because all the counties were having the same problems. Mr. Wright said in his opinion, it would not work with a CSA Officer in the County Office and the people and files they would be working with up the street at Social Services. Renewal Patrick Henry Agricultural and Forestal District On motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board voted to renew Patrick Henry Agricultural and Forestal District. Mr. Spencer said he did not want to have any churches nailed for $150,000 for a turning lane or something. Mr. Gentry said VDOT would have the say on that. Mr. Gentry said the Board could ask that VDOT be less strict on churches. On motion of Mr. Wright, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board approved the request to proceed with amending the Louisa County Code to allow day care facilities in churches. Mr. McLeod stated the Board had to comply to the Department of Planning and Budgeting by the end of August, electronically and by paper. Mr. McLeod said the Department of Planning and Budgeting have changed the numbers three times. Mr. McLeod said the difference between the second and the third was the Regional Jail wasnt coming directly to the county but indirectly through the jail. Mr. McLeod said in 2009 the amount would be $114,974.00. Mr. McLeod said the Board had chosen the option to write the State a check. Mr. McLeod explained with that option the check had to written by January 9, 2009. On motion of Mr. Spencer, seconded by Mr. Wright, which carried by a vote of 7-0, the Board voted to write the State the check for $114,974.00 by January 9, 2009, for the Aid to Localities. Mr. Barnes said he wanted to Boards permission to have the County Attorney look at the States Statues and Procurement Laws for when local monies are being used that local contractors are given first consideration. Mr. Byers asked how much was over spent in this category. Mr. McLeod said $49,576.24. Mr. McLeod said because the books for FY 08 have not been closed, the number could change as more bills came in. Mr. Harper said these were not bills, this was comp time. Mr. Barnes said he was sure that things had been done to make sure this overage didnt happen again. Mr. Harper said he would have liked to have heard that from the Sheriffs Department but there wasnt anyone there representing them. Mr. Byers said he understood many of these hours were earned years ago and he understood it was coming to a point where there was no longer comp time so then there would be no need to play catch up. Mr. Byers said if the county continues to add expenditures, the county would go deeper and deeper into debt. Mr. Byers said there needs to be a willingness to cut some spending in areas to realize what the real needs were. Mr. Byers said the Board needed to make a decision if they were going to stop comp time, so it wouldnt get way from them again. Mr. Byers asked what the total appropriation was. Mr. McLeod said $77,811.94. Mr. Spencer said the source of the funds was from the general fund, so they had the money in their budget. Mr. McLeod said no, that would come from the countys general fund. On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-1, with Mr. Byers voting against, the Board adopted a resolution authorizing a supplemental appropriation to the Communications Center and Animal Control. Mr. Byers asked to have a report at the next meeting of what was currently being done in the county regarding comp time. Mr. Harper said Mr. Lintecum would provide the Board with a report at the next Board meeting with the countys and constitutional officers comp time policy. CLOSED SESSION On motion of Mr. Wright, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board voted to enter Closed Session at 7:34 p.m. for the purpose of discussing the following: 1. In accordance with §2.23711 (A) (1) VA Code Ann., for the purpose of discussing personnel reporting directly to the Board of Supervisors. 2. In accordance with §2.23711 (A) (3) VA Code Ann., for the purpose of discussing the acquisition of real property for a public purpose where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. REGULAR SESSION On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 6-0, with Mr. Havasy being absent, the Board voted to return to Regular Session at 8:22 p.m. RESOLUTION - CERTIFICATION OF CLOSED SESSION On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board voted to adopt the following resolution: WHEREAS, the Louisa County Board of Supervisors has convened a Closed Meeting this 4th day of August 2008, pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, §2.2-3712 of the Code of Virginia requires a certification by the Louisa County Board of Supervisors that such closed meeting was conducted in conformity with the Virginia Law. COMMITTEE REPORTS Mr. Gentry said the Planning Commission would like to get involved and review the site plan regulations. On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board approved the request of the Planning Commission to review the site plan regulations. Mr. Gentry said the School Committee had a meeting July 30, 2008. Mr. Gentry said the committee members were Mr. Byers, Mr. Schaffer, Mr. Shifflett and himself. Mr. Gentry said the meeting went extremely well. Mr. Gentry said they presented the goals of the Board of Supervisors and the list of seven items. Mr. Gentry stated that he and Mr. Byers emphasized that next year was going to be tough from a money perspective. Mr. Gentry stated he and Mr. Byers were invited to attend the School Boards Work Session on the 19th of August and they planned to attend. Mr. Gentry said the School Committee would be meeting again on the 20th of August. Mr. Gentry stated he went to the agriculture fair on Friday and Saturday. Mr. Gentry said the School had their own table, which was manned by their Board members and Superintendent. Mr. Gentry said he thought it would have been good if the County had a table and someone from Revenue Recovery was there. Mr. Gentry said there would be an air show coming up and he thought it would good if the county had an informational table especially for Revenue Recovery. Mr. Barnes said he met with Mr. Thomas Von Hermert of the Criminal Justice Board. Mr. Barnes said he suggested to Mr. Von Hermert that he asked to be put on the agenda at least once a year to keep the Board updated. Mr. Barnes said one the things they do was to look for alternative sentencing. Mr. Barnes stated to put someone in the local jail cost $20,000 per year and a juvenile cost about $60,000. Mr. Barnes said there are some crimes where alternative placement would have its place. Mr. Barnes said Charlottesvilles Jail has room for 350 beds and they have over 500 people in the facility not to include the people that serviced weekend time. Mr. Barnes said Mr. Von Hermert asked what were some things Louisa County was interested in. Mr. Barnes said he told him that the Board had discussed having criminals do road clean up. Mr. Barnes asked if there was anything else the Board wanted him to take back to let him know. Mr. Gentry said he knew there were some community service people being sent to Parks and Recreation. Mr. Havasy said some community service people were also being sent to the Clean Community Commission and they werent required to wear any special clothing. COUNTY ADMINISTRATOR REPORT Mr. Byers said he would like the Board to give consideration supporting the following requests: Mr. Byers asked that a proposal for a customer service survey be implemented and developed. Mr. Byers said the survey would provide feedback for the county to see if the county had met the needs of citizens, if citizens had any input and if they were satisfied with the service they had received. Mr. Byers asked for feedback about the transition from Anthem to Southern Health. Mr. Byers suggested there be some type of running log of any issues and the timeline of getting them resolved. Mr. Byers asked for a report of the number of people who had signed up for Revenue Recovery by age category. Mr. Byers said he would like to have the Boards support in getting these reports in a timely matter, maybe sometime in September. Mr. Wright asked that the Board begin receiving accident reports again. Resolution To take three (3) streets in the Long View Shores Subdivision into the Secondary System of Highways in Louisa County, Virginia On motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution to take three (3) streets in the Long View Shores Subdivision into the Secondary System of Highways in Louisa County, Virginia. Resolution For the supplemental appropriation to the Sheriffs Department for the Criminal Justice Systems Improvement Grant On motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution for the supplemental appropriation to the Sheriffs Department for the Criminal Justice Systems Improvement Grant. Resolution Authorizing a supplemental appropriation for vehicle repairs for the Sheriffs Office On motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution for supplemental appropriation for state funding related to the Victim witness Assistance Program. Resolution Proclaiming August 26, 2008 as Womens Equality Day On motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution proclaiming August 26, 2008 as Womens Equality Day. Resolution For a children at play sign to be placed on Fredericks Hall Road (Route 618), near the Rising Sun Community Center On motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution for a children at play sign to be placed on Fredericks Hall Road (Route 618), near the Rising Sun Community Center. Resolution Requesting a traffic speed study on Route 618, Fredericks Hall Road, from Hanson Barney Road, to Route 775, Rising Road
Mr. Lintecum said OAR was asking localities that were its members to make up for some of the States short falls.
Mr. Barnes said OAR also looked at alternative sentencing for criminals. Mr. Barnes stated the amount being requested was a small amount compared to what the county would pay if there wasnt alternative sentencing. Mr. Barnes said he couldnt ever remember OAR asking for money outside of their budget request.
Mr. Barnes asked Mr. Lintecum to ask his counterparts what they planned on doing with the OAR request. Mr. Lintecum said the Board needed to be uniform in any actions taken with regards to the States short falls. APPROVAL OF BILLS On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board adopted a resolution approving the bills for the second half of July 2008 (FY 2008) for the County of Louisa in the amount of $81,520.27.
Mr. Byers said on page 61 of the Board Packet the resolution for the supplemental appropriation to the sheriffs department for the criminal justice systems improvement grant was asking for a local match of $18,855 and it was his understanding the Sheriffs Department did not have the $18,855. Mr. Byers said it seemed to him if someone was going to making a request for a grant that requires matching funds that they would at least have that set aside in their budget.
Mr. McLeod said the Sheriff did budget $100,000 for this in the budget, which was cut by the Board. Mr. McLeod said he talked with the IT Director and they were going to merge this grant with a $175,000 CIP that the Board had already approved. Mr. McLeod said there was another resolution to reflect that and the resolution on page 61 was obsolete. Mr. Byers asked if those funds were already approved. Mr. McLeod said yes, and there was not any additional funds added.
APPROVAL OF MINUTES Mr. Spencer asked how Administration was coming on getting the plaques done for Mr. Whitlock and Ms. Wright. Mr. Lintecum said they should be ready by next board meeting.
On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board adopted the minutes of the July 21, 2008 6:00 p.m. meeting.
ADJOURNMENT
On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board voted to adjourn the August 4, 2008 meeting at 8:45 p.m.
BY ORDER OF
WILLIE L. HARPER, CHAIRMAN
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