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JANUARY 15, 2009
5:00 P.M.



Board Members Present: Fitzgerald A. Barnes, Dan W. Byers, Willie L. Gentry, Jr., Willie L. Harper, Richard A. Havasy, P.T. Spencer, Jr. and Jack T. Wright



Others Present: Dale Mullen, Interim County Administrator/County Attorney; Ernie McLeod, Deputy County Administrator; Jeremy Camp, Director of Community Development; Kevin Linhares, Director of Facilities Management; Bob Hardy, Director of Information Technology; Robert Dubé, Fire Chief; Jane Shelhorse, Sherry Vena, Director of Human Resources; Amanda Reidelbach, Office Manager, Administration; Zuwana Morgan, Deputy Clerk, Adminstration; and April Lowe, Revenue Recovery Administrator

CALL TO ORDER

Chairman Harper called the January 15, 2009 special budget workshop of the Louisa County Board of Supervisors to order at 12:42 p.m.  Mr. Harper led the invocation, followed by the Pledge of Allegiance.

Introduction By the Interim County Administrator

Mr. Dale Mullen said as thing progress in the economy there would be a lot of difficult decisions to be made by the Board.  Mr. Mullen said staff would need information and guidance from the Board.  

Mr. Mullen said he instructed all Department Heads who intended to make budget request to be mindful.  Mr. Mullen said it was not only important to consider what changes needed to be made but how they would impact financially today and generations to come.  

Mr. Mullen stated the presentations that would be presented to the Board were for immediate and future needs.

Mr. Mullen said the Department
Heads had made their claims to him and the Deputy County Administrator.  

Mr. Mullen said the Board would not be asked to make any decision today, they would be given the information and the requests would be coming to them in the form of a resolution at the next meeting.

TOPICS OF DISCUSSION

Presentation - Louisa Regional Long Range Water Supply Plan Update; Louisa Municipal Water and Wastewater Expansion Projects

Mr. Notte said there were six potential projects.  Mr. Notte said four of the six were existing projects.

Mr. Notte said he had given the Board several presentations in the last year and a half on the Long Range Water Supply Plan.  Mr. Notte said the plan was a Regional plan which meant it included Louisa County, the Town of Louisa, the Town of Mineral and Louisa County Water Authority.  Mr. Notte explained because it was a Regional Plan it was due to VDEQ no later than November 2, 2011.

Mr. Notte stated a project draft was submitted to Mr. Jeremy Camp project team leader for Louisa County on January 14, 2009.  Mr. Notte said currently the plan showed a public water deficient through the planning period, which extended through the year 2050.  Mr. Notte said the next step would be a meeting between the project team members to review the draft plan, which would be in the next 30 days.  

Mr. Byers said he was under the impression that the Board would get more information before the November time period.  Mr. Notte said the process moving forward would be a discussion from project team, and then they would meet with other county members before doing an open house for the citizens. Mr. Notte said that was the vision for the next 60 to 90 days before there was a plan to adopt by the different governing bodies.  

Mr. Gentry said for at least two years he had been looking for a plan just for Louisa County.  Mr. Gentry said the county needed something quickly.  Mr. Gentry said he wanted to get back to what he initially asked for, what were the potentials for Louisa County, where in Louisa County could there be reservoirs.  

Mr. Gentry said Dominion has been talking about pulling 25 million gallons of water out Lake Anna, where was the countys piece of the pie. Mr. Gentry said the lake area had been established as a growth area but we hadnt gotten far enough with the infrastructure and the same with Gum Spring.  Mr. Gentry said those things to him were much more important then the big plan being discussed.  Mr. Gentry said yes those things were important however, the county was in the process of negotiating with Dominion and he didnt know any more now than two years ago when he asked for the information.

Mr. Notte said the plan was an identification of anticipated water demands, not only within the county itself but also in the individual growth areas.  Mr. Notte said with Lake Anna they had looked at the planning period from 2007 to 2050.  Mr. Notte said they considered when there would be community systems that would be ran from a public nature.  Mr. Notte said from there they developed what they believed to be the ultimate demand.  Mr. Notte said with no public system currently they would show a deficient in Lake Anna and through their planning system they believe there would be a need for 1 million gallons per day by 2050.

Mr. Notte said different alternatives for satisfying the lake area would be; water out the lake, offsite reservoir, northeast creek and all the other ideas that were out there.  Mr. Notte said he believed the Long Range Plan was the specific that Mr. Gentry was expecting it to be.

Mr. Gentry said it was nice to predict a number in 2050 but the county needed to establish the infrastructure now in the growth area.  Mr. Gentry said he needed to know now where in Gum Spring a reservoir could be placed.  

Mr. Notte said a benefit of the plan would be that it shows projected growth and water demands every ten-year time stop.  Mr. Notte said it drives to identify needs and then the alternatives.  Mr. Gentry said his point was the county has a need now.

Mr. Harper asked Mr. Gentry where on the lake was the need now.  Mr. Gentry said the Lake has been established as a growth area and there may be point when the county needs the water and if the water wasnt taken advantage of now the county may not be able to get it.  

Mr. Gentry said the county was in negotiations with Dominion now and there may be a point where the county didnt have an option to take the water out of the lake.  Mr. Gentry said Lake Anna was the third largest body water in the State of Virginia and county may not be able to get any water out of it.  Mr. Gentry said everyone else seems to be getting what they want out of the lake and Louisa County hadnt identified what they wanted out of the lake.

Mr. Barnes said he believed it was two different things that needed to be included in one report.  Mr. Barnes said in his opinion the second best economic development in the county was at the Lake because the rooftops were already there.  Mr. Barnes said the county needed to start looking there for commercial growth.  Mr. Barnes said water and sewer would need to be at Lake Anna to sustain the commercial growth.  Mr. Barnes said reservoirs needed to identified in Lake Anna and Gum Spring.  

Mr. Harper asked Mr. Notte what was his objective.  Mr. Notte said it was his objective to bring the Board up to speed with the projects and provide them with additional information to allow them to make decisions on budgets going forward.

Mr. Harper said Mr. Notte instructions from the Board were to develop this mandated plan.  Mr. Notte said Dewberrys instructions with the plan were as mandated and keeping in mind Louisa County as a whole.

Mr. Harper said there had been numerous water studies done in Louisa County over the years.  Mr. Notte said yes there had.  Mr. Harper said there were places identified that hadnt been developed.  Mr. Harper asked did county have those documents.   Mr. Notte said yes.  Mr. Harper asked would they be included in the plan.  Mr. Notte said those documents would be referenced.  

Mr. Notte said when it was decided that Zion Crossroads would be a growth area Dewberry did a land use projection.  Mr. Notte said they had predicted how many people would come, what type of zoning it would be and determined what the water and sewer demand would be.   Mr. Notte said no one would give a permit until the demand was known.  Mr. Notte said the report gives the first step and tells you the demand in Lake Anna.  Mr. Notte said the report says the county will need 1.6 million gallons a day by 2050.  Mr. Notte said without the demand number given in the report the county would not know what to ask for.  

Mr. Byers said there had been rumors that people from downstream planned to take water out the lake and they were planning to ask the General Assembly for more water volumes.  Mr. Notte said the plan tells the county how much they will need.  

Mr. Harper asked if the withdraws from Lake Anna were on a first come first serve basis.  Mr. Notte said that was how it had been in the past and that was why the State was pushing the Long Range Water Supply Plans.  
 
Mr. Harper asked was there a projected date for a demand number on Lake Anna.  Mr. Notte said the draft had the demand number in it.  Mr. Notte said they should be able to go before the public in the next 60 days.

Mr. Barnes asked would commercial activity be included in that plan.  Mr. Notte said yes it would.  Mr. Notte said they had looked at commercial as it related to residential.  Mr. Notte said for every person that came there would be 4/10 commercial brought in also.

Mr. Barnes said Spotsylvania would have to be considered for the commercial use also.
Mr. Notte said numbers they had looked at so far looked at Louisa County historically as a whole.

Mr. Barnes asked if Mr. Notte could provide a map with an overlay that included the projected areas.  Mr. Notte said he could provide to Mr. Camp enlarged maps with those areas.

Mr. Harper said when the water was taken out some of it needed to go back.  

Mr. Notte asked Mr. Gentry if had answered his question.  Mr. Gentry said he asked for the information two years ago and it had been put off for this plan.  Mr. Gentry said he has been involved in a lot of meetings particularly with Lake Anna and it was very crucial and it could not wait.

Mr. Notte said the Louisa County Regional WWTP sat east to Tanyard Golf Club.  Mr. Notte said the design was complete and that it was a joint venture between the Town and the County.  Mr. Notte said the plan doubled in size going from .4 MGD to .8 MGD.  Mr. Notte said they were pursuing funding from the United States Department of Agriculture Rural Development and grant monies from the Chesapeake Bay program, which was the Rural Improvement Equality Fund.  Mr. Notte said they were waiting for the last approval for the Water Effects Ratio.  Mr. Notte said once the approval was granted the Virginia Pollution Discharge Elimination Systems permit could be issued, which allows the discharge from the WWTP.  Mr. Notte said once they have the VPDES permit they would be able to get the certificate to construction from DEQ and proceed with construction. Mr. Notte said with the final approval, bidding could start within the next 60 days.  Mr. Notte said the Water Effects Ratio had gone through DEQ and was now waiting approval from the federal EPA.  

Mr. Notte said total cost for the project would be $8.7 million, which be shared equally between the Town and the County.  Mr. Notte said the project was considered a shovel ready project, which means its would be ready to hit the street in 180 days.

Mr. Gentry said the cost was being split equally and asked if the capacity would be split equally as well.  Mr. Notte said yes that was his understanding.

Mr. Byers asked what was the time frame for shovel ready projects.  Mr. Notte said anything between 120 to 180 days.

Mr. Notte said the Zion Crossroads WWTP was located on Route 15.  Mr. Notte said the plant would be increased from  .1 MGD to .7 MGD.  Mr. Notte said it currently ran between 25,000 and 35,000 gallons per day but has spikes that extend above 50,000 with a peak running somewhere around 95,000 gallons per day. Mr. Notte said the reissuance of the VPDES permit was received in December.  Mr. Notte said they were currently petitioning the State about Waste Load Allocations.

Mr. Notte said the design was 95% complete.  Mr. Notte stated if they didnt get the Waste Load Allocations, they would have to make changes to the design to make sure they could achieve the limits set forth in the VPDES permit.

Mr. Notte said they would seek funding from the Chesapeake Bay Program the Water Quality Improvement Fund.  Mr. Notte said the approximate cost would be $8 million and it would be considered a shovel ready program.

Mr. Notte said the Bowlers Mill Lake Dam permit came up about two years ago.  Mr. Notte said the regulations had begun to change the way Dam Safety looked at the Bowlers Mill Dam.  Mr. Notte said Dewberry provided Dam Safety with all the data they asked for and they had been issued Conditional Use Permits as the new regulations come out.  Mr. Notte said the existing permit expires March 31, 2009 and it required modifications based on new regulations that went in effect the end of last year.  Mr. Notte said fees to address all Dam Safety comments and move the permit from a CUP to a permanent permit would be around $25,000.

Mr. Byers asked would there be any analysis about improving the spillway.  Mr. Notte said the initial goal was to prove the spillway didnt need improvements.  Mr. Notte said if the spillway had to be improved the early estimate was $100,000 and above.

Mr. Harper asked were these flood controlled dams in Green Springs.  Mr. Notte said this was above Green Springs.  

Mr. Harper asked did the other dams have to undergo analysis.  Mr. Notte said it was his understanding that every permit holder does have to undergo analysis.  Mr. Notte said it depended on the classification and the classification was based on hazard.

Mr. Notte said a potential project would be the Well System Improvement Project. Mr. Notte said there were four wells the Industrial Well, Acme Well , Poore Well and Old Town Spring Well.

Mr. Notte said these four wells served the community before the Northeast Creek Reservoir came on line in 1984.   Mr. Notte said the Industrial Well was still used from time to time by the Louisa County Water Authority to help support the system from time to time.  Mr. Notte the other wells werent being used.  Mr. Notte said it had been discussed to renovate the wells as back up to have some reliability to the existing water system.  Mr. Notte said with the consistently changing regulations of the Virginia Department of Health it was beneficial to have these options.  Mr. Notte said this project would be approximately $450,000 and it would also be a shovel ready project.  

Mr. Barnes asked were the shovel ready projects going to be listed in priority or would they be given to the Board by recommendations.  Mr. Mullen said he met with Mr. Notte and asked him for a list in the order he thought important and to prioritize them, ranging from cost, feasibility and shovel readiness.  Mr. Mullen said he and Mr. Notte would be back before the Board with the list so they could ultimately set the priority.

Mr. Byers asked did the county own all four wells.  Mr. Delk said no but the contract with the Town gives the county the right to use the wells.  Mr. Delk said the county could use the water and sell it at the same price as the water from the water treatment plant.

Mr. Notte said in 2004 Dewberry completed a study of Zion Crossroads as a whole.   Mr. Notte explained the water and sewer maps and explained to the Board what had been completed.  

Mr. Notte said there were some other potential projects that could be beneficial to the county.

Mr. Spencer asked who owned the land behind the Wal-Mart Distribution Center.  Mr. Notte said he didnt know.

Mr. Spencer asked what kind of development was Mr. Notte looking at.  Mr. Notte said when the analysis was done it was commercial industrial.

Mr. Spencer said there wasnt suppose to be any residential use for the water.  Mr. Notte said his understanding was the residential developments had to find their own water and then they would deed it over to the county.

Mr. Delk said Spring Creek was the only residential development at this point and they had provided the water capacity and developed the wells for that project.  

Mr. Spencer asked if the county was getting hooked up in residential.  Mr. Notte said no.

Mr. Mullen said it was his understanding if the county was able to bring regional municipal water to the Zion Crossroads area certainly a part of that plan would be to connect residential to the extent it was possible.

Mr. Spencer said the original Conditional Use Permit specified there would be no residential use of the water.

Mr. Havasy said he thought there was a debate on that and once the service area was established no one could be denied.

Mr. Spencer said the county would be violating its own CUP if it was providing water to residents.

Mr. Harper asked for the language of the use permit.

Mr. Delk said the CUP was on the wells in Green Springs and those wells were not to provide water for residential developers.  Mr. Delk said Spring Creek developed wells for their development.  

Mr. Delk said the zoning was in the Boards hands.  Mr. Delk said the law says he would have to take them have water if they were in the area and the Board would be the ones to say if they could be there or not.

Mr. Byers asked if the $19 million in projects included everything.  Mr. Notte said yes.

Mr. Delk said the $8.5 million was the number from a couple a years ago and in todays economy they should be able to get a better rate.  Mr. Notte said to also remember the cost would be split with the Town.

Mr. Harper said it was his understanding in about 60 days Mr. Notte would be able to tell the Board what the needs would be in given areas.  Mr. Notte said yes that was the goal.

Outlook Emergency Service Department Robert Dube

Mr. Mullen said at the next meeting the Board would be asked to approve a resolution approving the hiring of two full-time EMS Medic/Firefighters.

Chief Dube said September of 2007, the Fire Association asked the Board to hire some daytime help.  Chief Dube stated at that time or at the next meeting the Board decided to hire a Fire Chief along with that request.  Chief Dube said EMSAL came to the Board a month or so later asking to hire EMTs as well as Medics to supplement the staff.  Chief Dube said he was hire April of 2008, and immediately started the Needs Assessment.  Chief Dube said initial request was for Firefighters for the Fire Stations and a separate request from EMSAL for Medics.  Chief Dube said it would be better to hire one person who could do both.

Chief Dube said a recruitment and retention group needed to formed to put together a plan to recruit and retain volunteers in the county.  Chief Dube said from his knowledge there was money in the budget for a recruitment drive for volunteers and he didnt think any had been used.  

Mr. McLeod said some of the money had been used a couple of years ago for radio spots, signs and newspaper.

Chief Dube said he wanted to put a group together from EMSAL, the Fire Association and paid staff to come together to form a comprehensive plan for recruitment and retention. Chief Dube said it was easier to recruit people than keep people.  

Chief Dube said the contract the Board has with the Fire Association was from 1991, and it needed to be updated.   Chief Dube stated part of the problem in the contract was there was not any recognition of the Zion Crossroads Fire Station.  

Chief Dube said the EMSAL contract was from 1999, and needed to be update to include the twenty-four hour coverage.  Chief Dube stated he and Mr. Mullen were putting drafts together and they would get it before the Board for approval a soon as possible.  

Chief Dube said the health and safety of Fire and EMS personnel was very important to him.  Chief Dube said the county could help by providing an annual physical.  Chief Dube said there was a physical done when the career staff is initially hired but there werent any after that and they should to done on an annual basis.

Chief Dube said the people he would hire from now on would be cross trained to do both Fire and EMS.

Chief Dube said the consensus from the Fire Association was to put six people on duty immediately, three in Louisa and three in Zion Crossroads for daytime coverage.  Chief Dube said the consensus was to do have the six on a fourteen hour day.  

Mr. Wright said he had always thought they asked for two people in the West, two people in the East and two Central, where did the three, three come from. Chief Dube said he was correct it was two, two and two and the East would now come in play July 1st 2009.

Chief Dube said there were four people working in Emergency Services now and he wanted to change their job titles and some of their responsibilities.  Chief Dube said he wanted to implement a fire education and prevention program and that could be done in house without additional cost.  

Chief Dube said he would like to use the carryover CIP monies from last year to replace two vehicles that had over 100,000 miles on them.  

Chief Dube stated the Fire Training Building would cost $477,000  and the Fire Association had $245,000 available and they need $232,000 to finish the project.

Chief Dube said it was his understanding that each  company was given $25,000 annually and he thought a group should be formed, to propose the money be rotated so purchases could be made faster.  Chief Dube said a comprehensive proposal would be put together so the Board could look at.

Chief Dube said the last part to the daytime help would be three people to work at Locust Creek/Station Five.  Chief Dube said there would be nine people on duty at any given time.

Chief Dube said the State Fire Marshall advocates a local ordinance and local control of the Fire of Code.  Chief Dube said he would have the State Fire Marshall come and give a presentation to the Board

Chief Dube said the International Building Code had adopted for 2010 a requirement for residential fire sprinklers.  Chief Dube said he didnt have all the details at this point but if the State adopts it and they normally did, it would have to be thought about in the future.

Chief Dube said EMSAL and the Fire Association would be looking at the facilities as a whole and there may be renovations needed.

Chief Dube stated he was advocating for EMSAL and the Fire Association to come together and meet on a quarterly basis.  

Mr. Havasy asked if the Burn Building would be recommended for the shovel ready program.

Chief Dube said yes it would.  Chief Dube said he was still searching for the lease agreement.

Mr. Harper said if the lease could not be found it didnt exist and we needed to move.

Mr. Mullen stated there had to be something on file of who owned the land.  Mr. Harper said he didnt have any question on who owned the land.

Chief Dube said the land was owned by the county.  Chief Dube said he was told, that certain acreage was lease to the Fire Association.

Mr. Harper suggested giving 60 days to find the lease then moving ahead.  

Mr. Harper asked where the county was with the training center.  Chief Dube said the cost of the facility was $477,000 and the Fire Association had $245,000 and they need $232,000.

Mr. Havasy said if  the training center was leased the payments would be for two to three years.  Mr. Havasy said the grant money would come before the county would have to pay any money.

Mr. Spencer said that was the grant the county was suppose to get last year when the paperwork never went in.

Mr. Barnes asked what was the Chiefs recommendation.  Chief Dube said he recommended the building be built and the responsibility of maintaining it be shared.

Mr. McLeod said the interest rate of the lease was higher than the funds invested.  Mr. McLeod stated  he would recommend if the Board approved to build, the building be paid for upfront.

Mr. Byers asked if the county paid for the building upfront could they still go after grants.  Chief Dube said no they would not.  Chief Dube said if the building was paid upfront it would be cheaper than leasing, however the lease gives the opportunity for a grant.

Mr. Wright asked was the lease set up so it could be prepaid without penalty.  Chief Dube said yes it was.  Mr. Wright said if that was the case the county could pay it off early if the grant came in.

Mr. Harper asked Chief Dube to bring  all the facts about the lease before the Board to the second February meeting.

Mr. Mullen said he could not have the lease issue resolved by that time.  Mr. Mullen said he would need time to obtain the lease holders and to send out notice to find out if a lease does exist.

Mr. Barnes asked that the Board give Mr. Mullen and staff 30 days.

Mr. Havasy asked for an evaluation of the how far behind the curve the county was with EMS and fire coverage.  Mr. Havasy asked Chief Dube what was the his recommendation of how fast the county should be moving to get coverage, especially fire.  Chief Dube said the county needed to provide a comprehensive fire and EMS service during the day and during the week, immediately.

Mr. Havasy said the county didnt have any paid fire staff.  Chief Dube said that was correct, however when there was a need his staff goes to help.  

Mr. Byers asked what did carryover money mean?  Chief Dube said the carryover money he was speaking of was money in the CIP that was left over after buying the two ambulances.  

Mr. McLeod said it was about $40,000 to $50,000.

Chief Dube said he was proposing the money be spent to replace two response vehicles.

Mr. Byers asked was the money still for the Board to decide whether it be spent for those reasons.  

Mr. Harper said typically with the CIP it would come back to the Board before its spent.

Mr. Spencer asked was the $245,000 taxpayer money.  Chief Dube said it was his understanding the money was from the CIP.

Mr. Harper said $50,000 a year goes into their CIP.

Mr. Wright said only one person was obtained from the High School classes given and that student was already a junior member.  Mr. Wright asked how many new member were joining from the High School.  Chief Dube said two to three.  

Mr. Wright said he would like to know what the breakdown and the new procedure was.

Mr. Gentry said he thought the report was very well done and he planned to support Chiefs recommendation.

Mr. Byers said he has had some concern for a number of years about the number of folks in Administration.  Mr. Byers said the four people listed as Administrative, were they just office staff or were they be hands on.  Chief Dube said they do both.

Mr. Havasy asked what was provided for the $550 physical.  Chief Dube said it was a complete exam.

Mr. Mullen said Chief Dube would ask the Board to do certain things by resolution at the next Board Meeting.  

Chief Dube said the previous Administration and his predecessor asked for 15 positions to cover the twenty-four/seven shifts.  Chief Dube explained they wanted to have a supervisor on every shift.  Chief said what he did was hire 12 and didnt hire supervisors because there would be a supervisor there day and night.  Chief Dube said the extra 3 positions were apart of the request for the EMS/Firefighter.  

Chief Dube said his request would be to hire EMTs/firefighters, which could be a 90 day process.

Mr. Spencer asked would this request come up in the next meeting.  Chief Dube said yes.

Mr. Mullen asked how many would there be.  Chief Dube said 9 plus the 3 extra which would make 12 and that money was currently in the budget.

Mr. McLeod said the 9 positions were in the budget along with part-time.

Mr. Harper said he thought the Board authorized 6 positions.  Mr. McLeod said was a base of 15.  Mr. McLeod explained there were 15 in the top and another 6 were added below which made a total of 21 positions in the budget last year for EMS.

Mr. Byers said he was concerned about hiring all these position when the Board has been telling everyone to keep a flat budget.  Mr. Byers said does the county still have the ability to pay for all of these positions.  Mr. Byers said he believed the positions were important but could we afford them now.

Mr. Harper said he was willing to go along with what he thought was reasonable.  

Chief Dube said he had been using some EMS people to fill the spots.

Mr. Spencer said the job of the Board of Supervisors was the health, safety and welfare of the citizens.

Mr. Havasy said he agreed with Mr. Spencer and there were needs and wants and this was a definitely a need.

Mr. Barnes said the citizens expect safety.

Mr. Harper asked for an amount on what the counties losses were last year in the fire.

Mr. Byers said it would be helpful to see how many people the county has now and what was being asked for going forward.

Mr. Wright said to his knowledge the Board had done nothing to retain volunteers.

Mr. Harper said you choose to volunteer.

Mr. Mullen said this would be vigorous process.  Mr. Mullen said the staff was fully prepared to hear yes, no, wait or go back and rework it.  Mr. Mullen said the staff just wanted direction from the  Board.

Outlook Community Development Department Jeremy Camp

Mr. Jeremy Camp said Community Development was formed by combining the Planning Department and Inspections.  Mr. Camp said there were three core services planning, inspection and code enforcement.  Mr. Camp said they worked together nicely.

Mr. Camp said the Community Development Department was involved in helping other department (example:  Economic Development & Administration), inter-agency communications (example: Thomas Jefferson Planning District & VDOT), Geographic Information Systems (GIS), biosolid monitoring, erosion and sediment control,  shoreline regulations, zoning, liter control, agricultural districts and historic resource management.

Mr. Camp said there had been a 117% increase in commercial permits,  a decrease in the overall number of permits,  an increase in planning activities,  E & S Inspections increased,  the new Elementary School was being built,  Wal-Mart announced its groundbreaking and Dominion Power announced its intent for a 3rd Reactor.

Mr. Camp said the Department would be emphasizing on employee training, communication and
making recommendations to the those who make the final decisions.  Mr. Camp said they would also be emphasizing on timely responses, cross-training and listening to the directions of the Board and Planning Commission.

Mr. Camp said he believed residential growth would remain leveled and there would be an increase in commercial growth.  

Mr. Camp said due to the larger projects like the Dominion Power Plant Expansion, Louisa County Water Study, Transportation Plan and general ordinance work  there would be an increase in public assistance.

Mr. Camp said there would be one full time Administrative staff leaving on maternity leave in March and the one part-time employee would be reducing hours to attend school.

Mr. Byers asked would the full time person be leaving permanently.  Mr. Camp said no.

Mr. McLeod said it wasnt listed but Mr. Camp also lost one part-time employee in January to go back to school.

Mr. Camp said he would recommend the Senior Planner Position be filled and to hire a new full-time Administrative Assistant.  Mr. Camp said Senior Planner position would provide a lot of support and would allow there to be a planner in the office at all time.  Mr. Camp said the full-time Administrative position would be at the front desk.  Mr. Camp said he would like to eliminate the two part-time Administrative positions that had been approved and get the one full time.

Mr. Camp said he recommended retaining the Building Inspector and Code Enforcer positions in the budget in case there was a need for them later in the year.  Mr. Camp recommended the Planner I person be eliminated.  Mr. Camp also recommended cuts in his department uniforms and office supplies.  Mr. Camp said overall he would have a 2% decrease.

Mr. Camp said within the next two to five years he believed there would be an increase in residential growth, continual increase in commercial growth and an increase in public assistance.  Mr. Camp stated Dominion Power Plant would continue to expand and the comprehensive plan would need to be rewritten.  Mr. Camp recommended budgeting for the comprehensive plan for FY 11.

Mr. Spencer said the Senior Planner Position was hired part-time to do the comprehensive plan.  Mr. Spencer said he didnt know how it ended up being a full time position.  Mr. Spencer said instead of having to eliminate someone later they probably shouldnt fill all the vacancies.  

* Mr. Spencer left meet at 2:25 p.m.

Mr. Byers said he would like to see what the growth has been for personnel over the last five years compared to productivity.  
 
Mr. Barnes said Mr. Camp was doing his job in giving the Board option.  Mr. Barnes said by law the comprehensive plan didnt have to rewritten but reviewed.  Mr. Barnes said he would like to see a graduate student get  an opportunity to work for Community Development for a year.

Mr. Gentry said he thought Will Cockrell was a graduate student.

Mr. McLeod said Will Cockrell was hired as a full time employee to do long range planning and he could research that if the Board wanted him to.

Mr. Barnes said by getting a graduate student Mr. Camp could get help at a reduced rate.

Mr. Havasy said Mr. Camp was submitting a reduced budget and he would encourage the Board to support him.  Mr. Havasy said what Mr. Camp was asking for was not for him but for the public.

Mr. Wright said he didnt want to see a project fall by the way side because there wasnt anyone to assist.  Mr. Wright said this was a Department that sustained itself by its fees.

Mr. Harper asked Mr. McLeod if he could show the Board that Community Development sustain itself.  Mr. McLeod said he would update the last chart he had given to the Board.

Mr. Mullen said Mr. Camps plan was one that had been reworked.  Mr. Mullen said he really wanted the perception to be clear because Mr. Camp was willing not to fill some vacant positions that had been approved and his request was actually cutting back not adding on.

Mr. Byers said if some of the services could be eliminated then some of the fees could also  be eliminated.

Mr. Havasy said most the inspections come from the State, Federal, DEQ or etc.  Mr. Havasy said Louisa County was in the middle compared to other counties with fees.

Mr. Harper said he knew of contractors who had to surrender their trucks because of the lack of work.

Mr. Gentry said he thought it would be important for the public to know the county had decreased in the number of positions and was meeting the challenges of the economy.  Mr. Gentry said when the budget was finished he thought the public should know the percent that employment was cut.

Mr. Mullen said one thing held in high value was that Louisa County has not had to make layoffs as in other counties.  

Mr. Gentry said the public would be looking at the big picture.

Mr. Barnes said Mr. Camp reduction was 2% of $1.2 million.

Outlook Facilities Management Department Kevin Linhares

Mr. Mullen said Mr. Linhares would be coming before the Board giving several specific points and asking for some changes.  Mr. Mullen said Mr. Linhares would be asking to cut a high paying county position and he would also be mentioning the landfill.

Mr. Kevin Linhares said he wanted to justify changing the Department name to General Services.  Mr. Linhares read the definitions for Facilities Management and Public Works and stated both of them did not include all that was done in the Department.  Mr. Linhares read the definition for General Services and explained by changing the name everything done by the Department would be included under definition.

Mr. Linhares said the HVAC Technician use to be call the Maintenance Supervisor and he was in charge of supervising the two Maintenance Mechanics, the two part-time Electricians as well as handling all the HVAC issues in the county.  Mr. Linhares said when he came the HVAC Technician became devoted to just handling the HVAC issues and the preventive maintenance of the HVAC systems for the county.  Mr. Linhares said one of his performance measures for this year was to see the decrease in maintenance calls due the preventive maintenance program.

Mr. Linhares reviewed the PowerPoint slides for the Board.  Mr. Linhares explained one of the things that would change would the bringing of Landfill Service under his Department.  Mr. Linhares said he was proposing a position dedicated to Solid Waste and Recycling.  Mr. Linhares said that person would be responsible for the operations of the landfill, the refuse sites and the scale house attendants.  Mr. Linhares said there have been a lot of problems with the landfill and having someone just dedicated to the landfill and refuse sites would be beneficial.

Mr. Linhares said the staffing changes he was proposing for FY 10 was a full time Electrician and the elimination of the two part-time Electrician positions.  Mr. Linhares said he would like to immediately hire a Solid Waste and Recycling Manager and eliminate the County Engineer position.

Mr. Linhares said the two part-time Electrician position currently work an average of two to three times a week and he has to work around their schedules.  Mr. Linhares said having a full time Electrician would provide better response time and he had a preventive maintenance program that he would implement.  Mr. Linhares said the justification of the Solid Waste and Recycling Manager would be to have someone who would properly oversee the landfill and refuse sites.

Mr. Byers asked would the Solid Waste and Recycling Manager manage the actual contractual requirements.  Mr. Linhares said yes he or she would.

Mr. Linhares said the main job of the last County Engineer was to manage the landfill and the original responsibilities of the County Engineer was to handle new construction projects, renovations and secondary road projects and he ended up taking on those responsibilities.  Mr. Linhares said he would continue to have those responsibilities and have the Solid Waste and Recycling Manager handle the landfill.

Mr. Gentry said he had went to Mr. Mullen expressing his concerns about having the County Engineer position eliminated.  Mr. Gentry said he had the privilege of working with Mr. Linhares and the former County Engineer and he was able to see Mr. Linhares abilities.  

Mr. Harper asked where would the office of the Solid Waste & Recycling Manager be.  Mr. Linhares said as of right now the plan was for the position to out of his building.  Mr. Harper said he did not like that idea.

Mr. Linhares said after thinking about it he thought the position should be stationed out of the landfill.

Mr. Byers said the position would need to take visits to the local sites as well.  Mr. Linhares agreed.

Mr. Barnes said looking at Mr. Linhares future staffing request he had a Maintenance Supervisor.  Mr. Linhares said he had taken on the responsibility to save the county money however at that point he didnt have all of his current responsibilities.  Mr. Linhares said in the future as things got better he would like to implement the Maintenance Supervisor.

Mr. Barnes asked were work orders generated electronically.  Mr. Linhares said they had a software program where work orders are placed.  Mr. Barnes asked did the person placing the work order receive a work order number.  Mr. Linhares said no.

Mr. Barnes asked why didnt the person placing the work order receive a number.  Mr. Linhares said that could be done and it was something he would work on with Mr. Hardy.  Mr. Barnes said with that system you could track whether the work order had been done.

Mr. Byers asked were there cases where the County and the Schools exchanged services.  Mr. Linhares said no. Mr. Harper said Mr. Byers and Mr. Gentry could discuss that on their committee.  

Mr.  Byers asked Mr. Linhares what was the overall benefit of his plan.  Mr. Linhares said the Solid Waste and Recycling Manager position pays a lot less than the County Engineer.  Mr. Linhares said with the Electrician position the county would stay flat.  

Mr. Byers said the county had to be really careful because of  the increase in health benefits.

Mr. Linhares said the part-time positions were paid more because they didnt get benefits.  

Mr. Byers asked did putting the Solid Waste Manager under the General Services Director impede getting the attention of the County Administrator.  Mr. Linhares said absolutely not.

Mr. Harper asked did the county have an open door policy.  Mr. Mullen said he hopes he has shown his office was open to everyone from the Board, to staff and to citizens.

Mr. Harper said when he asked a question he wanted an answer of some form by sun down.  Mr. Mullen said it was a requirement of the County Administrators Office that a response be given to Supervisors, Citizens or Employees by 24 business hours.  Mr. Mullen said the response may be the answer to the question asked,  I dont know but I will find out or thats not what we do you need to go see this person.

Mr. Byers said did having the animal shelter under Mr. Linhares and having the animal control under the Sheriffs department create a problem.  Mr. Linhares said no, they work very well together.

Mr. McLeod said in the past they had discussed moving the animal shelter attendants to the Sheriffs Department to be with animal control.

Outlook Information Technology Department Bob Hardy

Mr. Bob Hardy said his request was going to be different from the others because he was going to be asking for  an additional staff that had not already been approved.  Mr. Hardy said the goal of IT for the county was to bring technology forward where it was necessary and where it would help.  Mr. Hardy said he felt like they were maintaining control but just treading water and they havent been able to achieve the goals they would like to achieve.

Mr. Hardy said when Mr. Raettig went to a class on ethnical hacking and he was sick for two days so there was no one in the office.

Mr. Hardy said when he came in 2004 there was a six month gap between him and the previous Director, so the county went six months without paying a Director. Mr. Hardy said since he has been with the county his budget had been relatively flat with very small gain. Mr. Hardy said that was very unusual, people spend a lot on technology.  Mr. Hardy said each year IT has been under budget by $20,000 to $30,000.  

Mr. Hardy said this past year IT has added 25 tablet PCs in the Sheriffs Department for the Deputies, 25 PCs for the EMS providers for Revenue Recovery.  Mr. Hardy said IT replaced the old phone switch in four buildings and put in a voice over IP switch.  Mr. Hardy said IT provides support to other departments.  Mr. Hardy said he didnt know what was contractual and how much IT had to help.   Mr. Hardy explained some of the agencies like the IDA may call for help and if they didnt help their budget to the county would be higher because they would have hire contractual help.  

Mr. Hardy said the new systems for the Sheriffs Dispatch Office has taken a great deal of time.  Mr. Hardy said right now it was taken up 50% of ITs time.  

Mr. Hardy said IT had brought a lot of electronics, office furniture and even a fork lift from auctions which has save around $30,000 to $40,000.

Mr. Hardy said some things like Microsoft Office upgrades, network and server storage configurations to reach capacity in our network and on our servers, wireless hotspots and County/School interconnectivity project and the surveillance camera systems (four) need to be added or upgraded.

Mr. Barnes said it sounded like Mr. Hardy needed this position now.  Mr. Hardy said it was a position he needed now and he was going to ask for it.

Mr. Hardy said the hardest part about hiring would be the confidentiality.  Mr. Hardy stated IT personnel usually sees a lot they shouldnt see.  Mr. Hardy said they have access to a lot of things and when someone was hired the ability to keep thing confidential would be more important then the technical skill.

Mr. Barnes said he intended to make a motion to hire the person and hire the person now.  Mr. Barnes said he would like see the WI-FI in all the county buildings.  Mr. Barnes said Mr. Hardy has been very cautious and very prudent and he wouldnt ask unless he really needed it.  

Mr. Barnes made a motion to hire the PC Technician immediately.  Mr. Havasy seconded the motion.

Mr. Gentry said he thought the county has been very fortunate with Mr. Hardy and Mr. Raettig with their abilities.  Mr. Gentry asked  how much of the work was the county doing for other agencies that it probably should not be doing.  Mr. Gentry asked was there some way to reduce the work load from that perspective.

Mr. Hardy said no one had told him to help and no had told him not to help.  Mr. Hardy said if Water Authority had to call someone for everything their request to the county would go up.  Mr. Hardy said they balance what they can but it wasnt a big amount their time at all.  Mr. Hardy said the Sheriffs Department was different, IT was helping them a lot but they have no other resources.

Mr. Barnes made a motion to hire the PC Technician immediately.  Mr. Havasy seconded the motion.

Mr. Gentry said he would like to know if the some other agencies should be billed.

On motion of Mr. Barnes, seconded by Mr. Havasy, which was carried by a vote of 6-0, with Mr. Spencer being absent, the Board approved the immediate hiring of a PC Technician.

Mr. McLeod said could he ask the Board to look at the funding for the position because he didnt want Mr. Hardy to overrun his budget.  

Mr. Mullen asked Mr. Hardy what were his expectations in getting the position hired.

Mr. Hardy said it would take some time.  Mr. Hardy said he had funds from his part-time and consulting budget that would cover this year.  Mr. Hardy said his overall budget next year would be higher to cover the position.

Mr. Mullen said he had a resolution prepared for the Board to look at.

Mr. Gentry said he didnt realize the Board was going take action on positions but he thought it was just a crucial to move forward on the Solid Waste and Recycling Manager, because what had come up in the last six month and it would take time to fill the position.

Mr. Gentry made a motion to move forward on the Solid Waste and Recycling Manager position.  

Mr. Harper asked Mr. Linhares when did he want to hire for that position.  Mr. Linhares said immediately.

Mr. Gentry said the resolution talk about the other positions but at this time he just wanted to focus on the Solid Waste and Recycling Manager.

Mr. Havasy asked Mr. Mullen if he had kept up with how many employees had been asked to be added.  Mr. Havasy said if he was right Mr. Hardy was the only one asking for a position without eliminating another.

Mr. Harper said he didnt think it was that simple, the head count was one thing and the dollar and cents another.

* Mr. Barnes left meeting at 3:22 p.m.

Mr. Mullen said Mr. Havasy was right about the head count

Mr. Byers  said he thought the goals and objectives should be discussed before too many decisions were made.  

Mr. Gentry said he didnt get a seconded before the discussion.  Mr. Gentry said the position he was proposing wouldnt be adding and there was an legitimate need.

Mr. Mullen asked for clarification on the motion.

Mr. Gentry made the motion to hire a Solid Waste & Recycling Manager, to eliminate the existing County Engineer position and to change the name from the Department of Facilities Management to the General Services Department.

Mr. Harper requested a roll call vote on Mr. Gentrys motion.

PRESENTVOTE
Jack T. Wright Yes
Fitzgerald A. Barnes Absent
Dan W. Byers No
Willie L. Gentry, Jr. Yes
Willie L. Harper No
Richad A. Havasy Absent

With votes reflecting 3-2 the motion passed to hire a Solid Waste & Recycling Manager, to eliminate the existing the County Engineer position and to change the name from the Department of Facilities Management to the General Services Department.

* Mr. Barnes returned to meeting at 3:35
* Mr. Wright left meeting at 3:37 p.m.

Establish Louisa County Board of Supervisors Goals and Objectives for 2009

Mr. Harper asked the Board were the goals the same as 2008.

Mr. Byers said in the goals and objectives he would like a statement that focused on the economy, the services the county renders and being able to do them in the most efficient manner.

Mr. Mullen said he has provided the top five for the Time Dispatch and he believed those had to do with economy and providing core services.  
         
Mr. Byers said he read a letter online from the Superintendent of Hanover Schools talking about the cuts that were going to be made.  Mr. Byers said the letter was very compassionate and he believe the cuts were going to be for about $15 million.  Mr. Byers said he would like some kind of sensitive statement like that in their goals and objectives.

Mr. Mullen asked were there any goals and objectives from 2008 that werent appropriate for today.

Mr. Gentry said under Education he would like to combine goals one with goal three.  

Mr. Havasy suggested that goal two also be combined because quite a bit of that had been done since the committee had been formed.  Mr. Gentry said goal two was a general statement that should probably remain.  

Mr. Gentry said the statement about the economy should pertain to all the goals and objectives.  Mr. Gentry said under the Public Safety section where it states “define the need for career rescue personnel and firefighters…”, that had been done now it needed to read implement.

Mr. Byers said Mr. Mullen and his staff have looked at ways to bring a reduction in staffing and utilize resources.  Mr. Byers said that should be put into the goal and objectives so others could do the same.

Mr. Gentry said the economy may need to be a section of its own.

Mr. Mullen said it could go under County Employees/County Government.  

Mr. Gentry suggested under County Employees/County Government to remove d
evelop and leave in implement a method of measuring customer satisfaction.

Mr. Mullen suggested setting target dates.  
Mr. Harper said that was a good idea.

Mr. Byers said Mr. Camp spoke about the decrease in the number of permits and he wondered how that would effect the revenue.

Mr. Harper said he didnt want to over emphasize it but it was good to know that there were several undeveloped lots in the county.

Mr. Barnes said it was easy to preach dome and gloom in these economic times, however this was the time the county needed to help create and encourage small businesses in Louisa County.  

Mr. Havasy said agreed.  Mr. Havasy said he was at the Thomas Jefferson Planning Commission meeting  and they were talking about the budget and what they were going to have to do.  Mr. Havasy said they were shocked when they asked him how Louisa County was doing and he told them we were in the black.  Mr. Havasy said he wanted people to come and look at Louisa to find out why we were so well ran and above board.

Mr. Byers said when the States part of the Schools budget is cut someone was going to have to pick up the slack.  Mr. Havasy said that was debatable.  

Mr. Barnes said that wasnt comparing apples to apples because the composite index needed to be looked at.  Mr. Barnes said the Louisas composite index was different from other localities because we were not as State dependent.

Mr. Byers said it had already been predicted that Louisa was going have a decrease in State funding.  Mr. Barnes said it would not effect Louisa like it would Hanover County.

Mr. Gentry said for years the Board had been doing goals and objectives and he hoped this year they would be taken seriously.

Mr. McLeod said in 2001 Mr. Lintecum would give the Board a report card to let them know how they were doing with the goals and objectives.

Mr. Barnes said Albemarle County just redirected $225,000 to help set up small businesses.  
Mr. Barnes said the Board had to be proactive.  Mr. Barnes said they needed to look into green technologies and bring them to Louisa County.  

Mr. Gentry asked was Mr. Barnes saying the green philosophy needed to be emphasized under economic development.  Mr. Barnes said the Board needed to go out and get the new cutting edge industries.  Mr. Barnes said no one was better located between two teaching hospitals.  Mr. Barnes said the Board had not done a good job capitalizing off of UVA, Martha Jefferson and MCU.

Mr. Harper asked did the county know its resources, for example how hard wired was Zion Crossroads.  Mr. Barnes said those were things that needed to worked on now because it was not going away.

Mr. Byers said Economic Development needed to bring information before the Board.

Mr. Harper said there needed to infrastructure in place.

Mr. Harper said the County Administrator would put together the goals and objectives and present it to the Board for adoption.

Mr. Byers said there has been a lot of discussion about Broadband.  Mr. Byers said he spoke with
Rappahannock Electric and he wasnt sure what the impediment was but at one point he would like to meet and get everything on the table.

Mr. Barnes said the county had a broadband committee.

Mr. McLeod said Mr. Hardy was the lead on the committee, however he  hasnt had the time to focus on broadband.

Mr. Barnes suggested the increasing of  broadband throughout the county be added  to their objectives.

Mr. Gentry said Virginia Broadband was complaining about the relocating inspection fee and he thought the Board could reduce or remove the fee.  Mr. Gentry said he believed they were using the fee as an excuse.  Mr. Gentry said  he knew someone who tried to use Virginia Broadband and the quality wasnt good.  Mr. Gentry said he wasnt sure how it worked but it was his understanding the only way to get it done was by fiber optics.

Mr. Barnes said that was too expensive.  Mr. Gentry said that was the system that would really do what was needed.

Mr. Gentry said he would like to make some Board Appointments.  

Mr. Gentry said he would like appoint Ms. Vanessa Reed-Hall to the Commission on Aging,  Mr. Gentry said he would like to reappointed Ms. Olivia Ryan to the IDA.  Mr. Byers said he would like to recommend Mr. Tony Williams for the Board of Zoning Appeals.

On motion of Mr. Gentry, seconded by Mr. Barnes, which was carried by a vote of 5-0, the Board voted to appoint Ms. Vanessa Reed-Hall to the Commission on Aging, reappoint Ms. Olivia Ryan to the IDA and recommend Mr. Tony Williams to the Board of Zoning Appeals.

Mr. Barnes asked Mr. Mullen to check the tower on Route 208, Mr. Barnes said the gentleman that put the tower up said it would cover Ferncliff.  Mr. Barnes said he asked the gentleman directly and he told him yes.  

ADJOURNMENT

On motion of Mr. Barnes, seconded by Mr. Byers, which carried by a vote of 5-0, the Board voted to adjourn the January 15, 2009 meeting at 4:03 p.m.



BY ORDER OF
________________________________
WILLIE L. HARPER, CHAIRMAN
LOUISA COUNTY BOARD OF SUPERVISORS
LOUISA COUNTY, LOUISA, VIRGINIA