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MAY 18, 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, County Administrator; Greg Hoffman, County Attorney; Jeremy Camp, Director of Community Development; Kevin Linhares, Director of General Services; Bob Hardy, Director of Information Technology; Robert Dubé, Fire Chief; Jane Shelhorse, Director of Parks and Recreation; Sherry Vena, Director of Human Resources; Faye Stewart, Procurement Officer; Amanda Reidelbach, Office Manager, Administration; Alyson Simpson, Deputy Clerk, Administration; and Kimberly Smith, Records Clerk, Administration

CALL TO ORDER

Chairman Harper called the May 18, 2009 regular meeting of the Louisa County Board of Supervisors to order at 5:00 p.m.  Mr. Barnes led the invocation, followed by the Pledge of Allegiance.

ADOPTION OF THE AGENDA

Mr. Harper said he would like to add an introduction of new employees under Presentations.  Mr. Harper said he would like to add a resolution recognizing Donald Allen under Consent Agenda.

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the May 18, 2009 agenda was adopted as amended.

PRESENTATIONS

Presentation- A Resolution Commending James Gutekenst on Receiving the Boy Scouts Highest Award of Eagle Scout

Mr. Mullen read the resolution and presented a signed, framed copy to James.

Mr. Harper said he knew this award required much effort on James part and he appreciated the fact that James Eagle Scout project was performed in the Town of Mineral at Walton Park.  Mr. Harper congratulated James parents and scout leader for the encouragement on their part.

Presentation - A Resolution Declaring May 16-22, 2009, Safe Boating Week in Louisa County

Mr. Mullen read the resolution and presented a signed, framed copy to Mr. Dick Shrum.

Mr. Shrum said he represent
ed the Lake Anna Civic Association.  Mr. Shrum said he felt Safe Boating Week was important and he would be back for years to come for the Board to make a proclamation of support.  Mr. Shrum said the Association also thanked the County for their efforts to provide facilities for the no fee State Boating Course.  Mr. Shrum said he would like to thank Mr. David Aitken for taking ownership and bringing the no fee State Boating Course to the County by doing most of the teaching and organizing.

Mr.
Shrum said this was the first time that Louisa, Spotsylvania and Orange Counties had all adopted a similar proclamation to recognize Safe Boating Week.  Mr. Shrum said the Lake Anna Civic Association had requested that the Governor adopt a proclamation on behalf of the State and he did last week.  Mr. Shrum said this was also the first time that Virginia as a whole had recognized Safe Boating Week.

Mr. David Aitk
en thanked the County and particularly Parks and Recreation for their continued support.  Mr. Aitken said he had been having a good turnout in his boating classes and he hoped attendance would continue to pick up.

Mr. Mullen read a resolution recognizing Mr.
Aitken and presented a signed, framed copy of the resolution to him.

Presentation Youth Employment Skills Program (Y.E.S.)

Ms. Shelhorse said the name of the program had been changed to the Work2Learn Summer Youth Employment Program.  Ms. Shelhorse gave the Board members a copy of the Programs general brochure as well as the application package and a document highlighting the high points of the Louisa program.  Ms. Shelhorse said she would like the Board to know what the program was about in case they are asked any questions.

Ms. Shelhorse said the Work2Learn Program was a six-week program for youth ages 14 to 24
who lived in Charlottesville, Albemarle, Nelson, Greene, Fluvanna or Louisa Counties.  Ms. Shelhorse said the Program aimed to increase work opportunities while providing workplace readiness skills and a wide range of job placements.  Ms. Shelhorse said the program was administered by Piedmont Virginia Community College and Community Attention.

Ms. Shelhorse said the Program was funded by American Recovery and Reinvestment Act funds also known as stimulus funds.  Ms. Shelhorse said the only thing the County would be paying for
was supervisor time for someone to oversee the youth.

Ms. Shelhorse said eligible youth must be at least 14, but not older than 24.  Ms. Shelhorse said the youth must be a U.S. Citizen or eligible to work, must be a resident of one of the aforementioned Counties and must
be in the 70% of the lower poverty level.  Ms. Shelhorse said the youth must also have at least one of the following “barriers”:  deficiency in basic literary skills, school dropout, homeless, runaway, or foster child, pregnant or parenting, offender on probation or parole, or an individual who required additional assistance in order to hold down a job.

Ms. Shelhorse said the Louisa portion of the Program would begin June 15, 2009 and end July 31, 2009 and would focus on 18 to 24 year olds.  Ms. Shelhorse said the youth would complete 30 hours of work a week divided between three 8-hour work days and 6 hours of job training.  Ms. Shelhorse said there were 15 openings for the program in Louisa.

Ms. Shelhorse said
the youth would be working on park development at the Betty Queen Center to include the disc golf course and fitness trail, Walton Park, Louisa Town Park, Buckner-Bumpass Park and cleanup of the Stewardson tract in the Industrial Park.  Ms. Shelhorse said the training would include CPR, first aid, OSHA safety requirements, conflict resolution, money management, interviewing skills and writing a resume.  Ms. Shelhorse said the youth would start out at a basic hourly rate and would be evaluated throughout the week which would affect their pay.

Ms. Shelhorse said interested youth must apply by 5:00 p.m. on May 29, 2009 and proof of eligibility must be included
with the application.  Ms. Shelhorse said interviews would take place at the County Office Building the week of June 8, 2009 and candidates would be informed of their status by June 12, 2009.

Mr. Spencer said this was something that Louisa County had needed and he applauded the Program.

Mr.
Kareem Burgess said he was a Re-employment Specialist and Community Outreach Worker with the Charlottesville office of the Virginia Employment Commission.  Mr. Burgess said services were recently expanded from the Charlottesville metropolitan area to the surrounding localities and one of the first to begin operating was the Louisa Employment Center in the Sage Building.

Mr. Burgess said he had recently learned about the Work2Learn Program.  Mr. Burgess said the Virginia Employment Commission was caught off guard because they had been told that the funding was there and was coming, but to actually receive funding
for the program was a different story.

Mr. Burgess said he was located at the Louisa Employment Center on Mondays and Wednesdays from 9:30 a.m. to 4:30 p.m.  Mr. Burgess said there may be another expansion of operating hours because of the increase in traffic at the Louisa Employment Center.
 Mr. Burgess said he was also looking into a “Job Club” for Louisa County as well as offering other workshops and programs in order to help with the Mead West Vaco job layoffs.

Mr. Wright
commented that this was just one of the many things that Louisa County could become involved in if they wanted to.  Mr. Mullen said a great deal of credit should go to Mr. Wright and County staff for making this a reality.

Mr. Barnes asked what the starting wage or wage range w
ould be for the Work2Learn Program.  Ms. Shelhorse said $7.25.

Presentation - Introduction of New Employees

Mr. Mullen introduced Kimberly Smith, Administrative Assistant II for the Administration Department, and Jim Nestell, Tech Support Analyst for the Information Technology Department, and gave a small personal and professional background for each.

Mr. Mullen had the new employees meet the Board members and receive a Louisa County lapel pen.

OLD BUSINESS

Resolution Requesting Approval to Advertise and Hire a Full-Time Electrician III in the General Services Department

On the motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board adopted a resolution requesting approval to advertise and hire a full-time Electrician III in the General Services Department.

Resolution - Awarding a Contract to Fire Facilities, Inc. for the Fire Training Center

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board adopted a resolution awarding a contract to Fire Facilities, Inc. for the Fire Training Center.

Resolution  - Awarding a Contract to Martin Roofing for Repairs to the Ogg Building

On the motion of Mr. Spencer, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution awarding a contract to Martin Roofing for repairs to the Ogg Building.

Discussion and Resolution - Fiscal Year 2010 Operational and Maintenance Budget for Louisa County Public Schools

Mr. Barnes commented that his wife was an employee of the Louisa County Public School system.  Mr. Harper said his son was also a school employee.  Mr. Havasy said his wife was a retired school employee.

Mr. Harper asked Mr. Mullen what he expected from the Board on this subject.  Mr. Mullen said there was a draft resolution to adopt the Fiscal Year 2009-2010 Operational Budget for the County of Louisa and the Operational Budget for the Louisa County School Board.  Mr. Mullen said this resolution was a result of all the budget talk and budget workshops and he believed it incorporated all the aspects the Board had talked about.  Mr. Mullen said he felt this resolution was necessary to adopt so the budget process could move forward.

Mr. Spencer asked if this was a vote for the budget.  Mr. Harper said what he saw was a resolution for the Operational and Maintenance Budget for Fiscal Year 2009-2010 for the County and the School Board.  Mr. Mullen said the County and School Board Operational and Maintenance Budgets were listed separately on the agenda, but there was one resolution to approve them both at the same time.

Mr. Spencer asked when the issue with the Historical Society
s request for $50,000 was settled.  Mr. Mullen said he understood that the Louisa IDA approved $5,000.  Mr. Mullen said $50,000 had been set aside under non-departmental so that the money was budgeted and planned for if the Board decided to approve the Historical Society request at a later time.  Mr. Mullen said he thought the visitors center idea required more information and planning and with the Boards approval, he would like to bring back a more comprehensive plan at the June 15, 2009 meeting.

Mr. Barnes said he thought the Boards intention was to approve the School Board budget now and then take a few more weeks to look at other items in the County budget before approving it.

Mr. Harper said his understanding was if the Board adopted the budget
now, the money was there, but the Board still had to give permission to use the money.  Mr. Harper said the money was not being appropriated yet.

Mr. Spencer asked
if this had anything to do with the stimulus money.  Mr. Harper said no.

Mr. Barnes asked if the Board could stick with t
he School Boards budget separately.

Mr. Byers asked if this was just for the budget and not for appropriation.  Mr. Mullen said that was correct.  Mr. Mullen said the budget was at least a three-step process:  
approval by the Board, appropriation by the Board, and approval for the County Administrator to spend it.

Mr. Harper said the County budget contained the $15,000 for the visitors center idea and the $50,000 for the Historical Society request as non-departmental, non-specific funds and the Board still had to decide if those funds would be approved or not.  Mr. Harper said the funds were included for planning purposes, but were not “ear-marked” for a specific use.

Mr. Mullen said if the Board chose to approve the School Board budget only, the resolution would be changed to reflect that.  Mr. Barnes said he would like to deal with the School Board budget separately.

Mr. Mullen said the Board would be voting on the School Fund total of $46,648,753.  Mr. Mullen said the Board still had to approve the Cafeteria Fund even though it was run as a self-supporting operation.  Mr. Mullen said the amount for the Cafeteria Fund was $1,965,657.  Mr. Mullen said there was Debt Service
for the schools in the amount of $2,089,925.  Mr. Mullen said if the Board chose to handle the School Board budget separately, it would be best to break out School Fund, Cafeteria Fund, and Debt Service.

Mr. Harper said Debt Service flowed through the County and not the Schools.

Mr. Gentry asked if the $46,648,753 being approved for the
School Fund included the original amount agreed upon by the Board plus the Principal for Moss-Nuckols Elementary.  Mr. Gentry asked what that amount included.

Ms. Stewart said that amount did not include the Principal.  Mr. Mullen said the amount for the Principal at Moss-Nuckols Elementary had been set aside under non-departmental for the School Board to come back and request at a later time if necessary.

Mr. Mullen asked Mr. Halsey Green by what route d
id the Debt Services get made once the money was appropriated.  Mr. Green said the school wrote the check.  Ms. Stewart said it went to a separate fund and the Board received a report on that each month.  Mr. Mullen said the money came through the County, but the check was written by the schools.  Ms. Stewart said it was kept in a separate fund.  Mr. Gentry asked who ended up with the money.  Ms. Stewart said the money was in a separate fund.

Mr. Harper said the first item for discussion was the School Fund
total of $46,648,753.  Mr. Harper asked if that amount included the adjustment for the insurance.  Ms. Stewart said yes, but that amount did not include the Principal for Moss-Nuckols Elementary.  Mr. Harper said that amount also did not include Debt Services or the Cafeteria Fund.

Mr. Byers said the Board had talked in the past about not specifying how the School Board was supposed to spend their funds.  Mr. Byers said it had been called micromanaging in the past.  Mr. Byers said it concerned him that the money was being segregated for the Principal for Moss-Nuckols Elementary.
 Mr. Barnes said it was his understanding that if the schools requested the money for the Principal, it was available.  Mr. Harper said the funds were not a set item at the time and would be debatable by the Board if the School Board chose to come back and request the funds.

Mr. Gentry said he thought the Board had already taken a motion and a second to approve the Principal at Moss-Nuckols Elementary.  Mr. Barnes said he made a motion for the School Board to come back to the Board and request the additional money if they needed it.

Mr. Spencer motioned to approve the School Fund.  Mr. Barnes seconded the motion.

Mr. Harper requested a roll call vote on Mr. Spencer's motion.

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

        On the motion of Mr. Spencer, seconded by Mr. Barnes, which carried by a vote of 6-1, with Mr. Gentry voting against, the Board adopted a resolution to adopt the Fiscal Year 2009-2010 Operational and Maintenance Budget for Louisa County Public Schools.

Mr. Harper said the next item would be the Cafeteria Fund in the amount of $1,965,657.

Mr. Barnes motioned to approve the Cafeteria Fund.  Mr. Spencer seconded the motion.

Mr. Byers asked if that was self-supporting.  Mr. Barnes and Mr. Spencer said yes, that was their understanding.

Mr. Harper requested a roll call vote on Mr. Barnes' motion.

PRESENTVOTE
Jack T. Wright Yes
Fitzgerald A. Barnes Yes
Dan W. Byers Yes
Willie L. Gentry, Jr. Yes
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. Yes

        On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board adopted a resolution to adopt the Fiscal Year 2009-2010 Cafeteria Fund Budget for Louisa County Public Schools.

Mr. Harper asked Mr. Mullen to get information from the School Board on what the definition of a self-supporting cafeteria was.  Mr. Harper said the Board was told that 40% of the students qualified for free or reduced lunch.  Mr. Barnes said the schools received Federal funds
for the cafeteria, too.

Mr. Harper said the next item would be the Debt Services for the schools in the amount of $2,089,925.

Mr. Barnes motioned to approve the Debt Service
s for the schools.  Mr. Wright seconded the motion.

Mr. Gentry said at one time, it was said that the County controlled that money and now everyone was saying the school controlled it.  Mr. Harper said the schools had to write the checks and the County released the money.

Mr. Harper requested a roll call vote on Mr. Barnes' motion.

PRESENTVOTE
Fitzgerald A. Barnes Yes
Dan W. Byers Yes
Willie L. Gentry, Jr. Yes
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. Yes
Jack T. Wright Yes

        On the motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board adopted a resolution to adopt the Fiscal Year 2009-2010 Debt Service Budget for the County of Louisa.

Mr. Spencer asked Mr. Mullen to send these items to Dr. Pettit in writing so she would have the message.

Discussion and Resolution Fiscal Year 2010 Operational and Maintenance Budget for the County of Louisa

Mr. Gentry motioned to approve the resolution.  Mr. Wright seconded the motion.

Mr. Harper requested a roll call vote on Mr.
Gentry's motion.

PRESENTVOTE
Dan W. Byers Yes
Willie L. Gentry, Jr. Yes
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. Yes
Jack T. Wright Yes
Fitzgerald A. Barnes Yes

        On the motion of Mr. Gentry, seconded by Mr. Wright, which carried by a vote of 7-0, the Board adopted a resolution to adopt the Fiscal Year 2009-2010 Operational and Maintenance Budget for the County of Louisa.

Discussion and Resolution Fiscal Year 2010 Capital Budget for the County of Louisa

Mr. Wright motioned to approve the resolution.  Mr. Barnes seconded the motion.

Mr. Harper requested a roll call vote on Mr. Wright's motion.

PRESENTVOTE
Willie L. Gentry, Jr. Yes
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. Yes
Jack T. Wright Yes
Fitzgerald A. Barnes Yes
Dan W. Byers Yes

        On the motion of Mr. Wright, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution to adopt the Fiscal Year 2009-2010 Capital Budget for the County of Louisa.

Discussion and Resolution Setting the Tax Levy for Fiscal Year 2009-2010 for Real Estate, Tangible Personal Property, Merchants Capital, Machinery and Tools

Mr. Gentry motioned to approve the resolution.  Mr. Spencer seconded the motion.

Mr. Harper requested a roll call vote on Mr. Gentry's motion.

PRESENTVOTE
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. Yes
Jack T. Wright Yes
Fitzgerald A. Barnes Yes
Dan W. Byers Yes
Willie L. Gentry, Jr. Yes

On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board adopted a resolution to set the tax levy for Fiscal Year 2009-2010 for Real Estate, Tangible Personal Property, Merchants Capital, and Machinery and Tools.

Discussion and Resolution Adopting Changes to the Personal Property Tax Relief Act of 1998

On the motion of Mr. Wright, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution to adopt the changes to the Personal Property Tax Relief Act of 1998.

Presentation - A Resolution Recognizing Terry McElhone for Service to the Citizens of Louisa County

Mr. Mullen read the resolution and presented a signed, framed copy to Ms. McElhone.

Mr. Spencer said Ms. McElhone was a wonderful and dedicated person.

Discussion and Resolution State Aid Reductions for Louisa County

Mr. Mullen said the General Assembly had responded to shrinking revenue growth anticipated in 2008 to 2010 by shifting the responsibility to local government by reducing $100,000 in core services.  Mr. Mullen said Item 475 of the 2009 Appropriation Act required $50 million reductions in State aid to local governments in 2009 and 2010.  Mr. Mullen said this happened the same way last year.

Mr. Mullen said the County had a choice to select the manner for achieving the reductions by using one of three methods.  Mr. Mullen said the decision had to be made by June 1, 2009 so action needed to be taken now.  Mr. Mullen said the amount that Louisa County was responsible for was $115,265.

Mr. Mullen said option one was to take funding out of the programs
recommended on the list provided by the Virginia Department of Planning and Budget.  Mr. Mullen said option two was to reduce multiple State aid programs on a proportional basis or by a specified percentage reduction.  Mr. Mullen said the third option was to reimburse the Commonwealth an aggregate for their share of the savings, which would keep the State aid programs at an unreduced level.  Mr. Mullen said the recommendation from Finance was that the County handle the reductions the same way as last year where a check would be issued to offset the revenue.  Mr. Mullen said that option would give an audit trail to show how the County complied with the requirements.

Mr. Havasy asked for the recommendation from the County Administrator.  Mr. Mullen said his recommendation was to chose option three and issue a check because that would be keeping within what the County had done in the past and what other localities were doing.

Mr. Byers asked when the $115,265 had to be paid.  Ms. Stewart said she thought it was due January 9, 2010 and she knew that the money was wired last year on the last day it was due.

Mr. Harper asked what period of time it would take the Commonwealth to collect the money if the Board chose to allow them to reduce their payments to the County.  Ms. Stewart said it was either throughout the year or right at the beginning.  Ms. Stewart said if it were done that way, there would be individual budgets that would have to be cut based on the Commonwealths recommendation.  Ms. Stewart said last year the Board just chose to send a check for the requested amount.

Mr. Harper asked if the individual budgets would be cut or if the money would be taken out of the General Fund.  Ms. Stewart said it would be subtracted from the State revenue.

Mr. Harper asked if the County took the money from the General Fund or took it from the accounts that they suggested to be cut.  Ms. Stewart said she believed it would be taken from the General Fund.

Mr. Wright moved to approve option three and reimburse the Commonwealth the $115,265 on the last day it was due.  Mr. Barnes seconded the motion.

On the motion of Mr. Wright, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board voted to move forward with option three and reimburse the Commonwealth $115,265  on the last day it was due.

NEW BUSINESS

Resolution - Proceeding with the Parks and Recreation Storage Maintenance Building Project

Mr. Gentry motioned to approve the resolution. Mr. Barnes seconded the motion.

Mr. Byers said one of the items mentioned in the memo from Mr. Linhares was that this storage project would provide for additional storage of paper documents.  Mr. Byers said it seemed to him that the County should look into mediums, other than paper, for storing documents so the documents could take up much less space.  Mr. Byers said archiving the documents differently could help make retrieving the documents easier.

Mr. Harper said he agreed.  Mr. Harper said to image the documents and find out what was being stored and get the documents indexed seemed like a good idea to him and was good business practice.

Mr. Mullen said there would be a cost in the beginning to image documents.  Mr. Mullen said that could be
easily converted into a per-page rate.  Mr. Mullen said the County was currently storing vast amounts of paper documents that were difficult to find and difficult to read.  Mr. Mullen said one of the things he was determined to do in Fiscal Year 2010 was ascertain what it would cost to archive what the County was currently storing.  Mr. Mullen said the first thing to determine was what needed to be destroyed according to the destruction and retention schedule, which was a legal and smart thing to do.  Mr. Mullen said he could have an estimate to the Board by the first meeting in October for a proposal to reduce paper and convert to electronic so the Board would be able to see what it would cost to convert.

Mr. Harper said if the files were going to be handled in order to be moved, that would be the best time to organize everything.  Mr. Harper said used equipment would be cheaper than looking for new imaging equipment.

Mr. Harper asked Mr. Linhares when the documents and boxes would be moved.  Mr. Linhares said the paper documents would actually not move.  Mr. Linhares said all the supplies for General Services would be relocated downstairs in the warehouse, which would provide for more space upstairs.  Mr. Linhares said there would be more room upstairs for paper documents because the warehouse was currently completely full.

Mr. Harper asked what the total cost of the project was.  Mr. Mullen said $47,000 was for the design and construction of the storage building, which would carry new operational costs going forward of about $2,730 yearly.

On the motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution proceeding with the Parks and Recreation Storage Maintenance Building Project.

Resolution - Proceeding with the Betty Queen Intergenerational Center Parking Lot Repairs/Improvements

On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board adopted a resolution proceeding with the Betty Queen Intergenerational Center parking lot repairs/improvements.

Resolution - Proceeding with the Sacred Heart Avenue Project

Mr. Gentry motioned for approval of the resolution. Mr. Barnes seconded the motion.

Mr. Gentry asked about VDOT taking the road over into the highway system.  Mr. Mullen said there was a letter from Mr. Mark Wood giving the County guidance.  Mr. Mullen said the letter read that once the County had constructed the road to VDOT standards, VDOT would review the road and consider the possibility of including it in the secondary road system.

Mr. Gentry said that when the asphalt was laid, the shoulders of the road should be shaped up perfectly and the proper width should be achieved to keep from having to do any other work later.

Mr. Harper said the letter read that VDOT would consider accepting the road into the secondary system, but Mr. Harper pointed out that was not a guarantee.  Mr. Mullen said that was the best that VDOT would commit to right now.

On the motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution proceeding with the Sacred Heart Avenue project.

Resolution - Proceeding with the Emergency Back Up Power Project in the District Court Building

Mr. Byers asked if there was a master plan for what the County needed as far as back-up systems.  Mr. Byers said he would like to see a plan developed that showed what the County needed and what the County had so the Board could move in that direction.  Mr. Harper agreed.

Mr. Wright motioned for approval of the resolution. Mr. Havasy seconded for discussion purposes.

Mr. Harper requested a roll call vote on Mr. Wright's motion.

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

On the motion of Mr. Wright, seconded by Mr. Havasy, which carried by a vote of 1-6, with Messrs Havasy, Spencer, Barnes, Byers, Gentry and Harper voting against, the motion failed to adopt a resolution proceeding with the emergency back up power project in the District Court building.

Mr. Barnes said he felt there should be a detailed plan for generators and back-up power because the Board had been dealing with many requests for generators.

Mr. Linhares said the installation of the District Court generator would have finished the back-up power plan using an existing generator that used to be at the County Office Building.  Mr. Linhares said there had been a request to install a generator at the Betty Queen Center to be used as an emergency shelter, but that idea was scrapped when the Board decided to install a generator at Moss-Nuckols Elementary.  Mr. Linhares said he felt the County was currently okay with back-up generators.  Mr. Linhares said the generator at the District Court was proposed so if there was a temporary power outage during the day, the Court would still be able to operate.

Mr. Byers said he would like to see a list of where the County currently has generators installed, who utilized those generators and what the purpose of each generator was.

Mr. Spencer said he thought there was supposed to be an emergency generator installed in that building when it was first taken over as the General District Court.  Mr. Linhares said as far as he could tell, the generator was never installed and there was not currently one there.

Resolution Proceeding with the Ogg Building General Maintenance Project

Mr. Gentry motioned for approval of the resolution.  Mr. Barnes seconded the motion.

Mr. Harper asked what the building was being maintained for.  Mr. Harper said he knew the Sheriffs Department was using the downstairs of the building and he asked if there was any intention of what would be used upstairs.  Mr. Mullen said he had the beginnings of a plan in mind.  Mr. Mullen said there were some space concerns at the County Office Building and he did not want to have to lease any space.  Mr. Mullen said he would present a report to the Board around the end of June or beginning of July.

Mr. Linhares said this general maintenance project would include the water table, power washing the exterior of the Building and painting.  Mr. Mullen added that some improvements would need to be done inside at a later time.

On the motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution proceeding with the Ogg Building general maintenance project.

COMMITTEE REPORTS

Mr. Byers referenced the summary of the vehicle accidents that was included in the Board Packet and said he felt $5,000 was a lot of money for a repair for a deer hitting a vehicle.  Mr. Byers asked who reviewed the accidents.  Mr. Spencer said the Transportation Safety Commission was supposed to review them.  Mr. Gentry said he knew the Commission met last Monday.  Ms. Stewart said the Commission reviewed the last three accidents included on the report at their last meeting and all the other accidents had been previously reviewed by the Commission.

Mr. Wright said the report stated that all deer accidents were non-avoidable.  Mr. Wright said deer were usually hit because the driver was not paying attention.  Mr. Wright said the driver should see the deer in their headlights in enough time to stop.  Ms. Stewart said the Commission reviewed each accident and she had detailed descriptions of each accident on file.  Mr. Harper asked Ms. Stewart to make copies of each detailed report for Mr. Wright.  Mr. Wright asked everyone to keep in mind that not all deer accidents were automatically non-avoidable.

BOARD APPOINTMENTS

Mr. Byers said the Board decided that the Commission on Aging could have up to two members from each voting district.  Mr. Byers said the Board Appointment Memo indicated that there was a vacancy on the Commission on Aging for the Mountain Road District.  Mr. Byers said it was not necessarily a vacancy if the other member for that District was appointed.  Mr. Harper suggested labeling that as “available” rather than “vacant”.

COUNTY ADMINISTRATORS REPORT

Mr. Mullen said he asked Mr. Linhares to prepare a memo in regards to Thomas Jefferson Elementary School so the Board could have discussion on what stimulus funds could possibly be used to repair aging infrastructure.  Mr. Mullen said Mr. Linhares had come up with a “best guess estimate” for what he thought it would take to renovate and repair Thomas Jefferson Elementary to a level of maintainable standards.  Mr. Mullen said the total estimated cost per Mr. Linhares memo was about $7,459,000.

Mr. Mullen said he did not know what the make of Mr. Linhares estimate because there was a number floating around
the community of $250,000.  Mr. Mullen said Mr. Linhares opinion was that the County could not even get preliminary engineering done for $250,000.  Mr. Mullen said the information provided was not for the Board to take action on.  Mr. Mullen said it was strictly for informational purposes, but he would like to hear any input from the Board so he could gather direction on what to do next with Thomas Jefferson Elementary.

Mr. Spencer said he heard from a school representative that it was going to cost $300,000 to fix the pipes
and water leaks.  Mr. Spencer said he was also told that the School Board discussed using stimulus funds to fix the pipes at their last meeting.  Mr. Spencer said he felt the bottom line was the School Board was just looking to repair the pipes.  Mr. Mullen said he would have Mr. Linhares separate the pipe repair from the rest of the improvements and have Mr. Linhares prepare a separate report for the Board to review.

Mr. Mullen said he called Dr. Pettit and she seemed to believe that the $250,000 was for a single, one-time repair of one set of pipes.  Mr. Mullen said he currently had no evidence that supported that the $250,000 was a real estimate.

Mr. Harper said he did not think it would cost over $7 million
to repair and renovate Thomas Jefferson Elementary.  Mr. Harper used the $165,000 in concrete as an example and asked where $165,000 in concrete would go.  Mr. Linhares said the slabs would have to be penetrated to find out what was going on beneath them and all that concrete would have to be replaced.  Mr. Linhares said it was his understanding that the pipes were under the slab.

Mr. Havasy said he was at the School Board meeting when the engineers who were doing the study for the schools said they had located all the cracks and bad pipes.  Mr. Havasy said the engineers stated that their best estimate at that time was $250,000 to fix all the bad pipes at Thomas Jefferson Elementary.  Mr. Havasy said he understood there were recent talks where the price may have increased another $40,000 or $50,000.  Mr. Havasy said he understood that the engineers completed all the studies and ran scopes through the pipes and found the locations causing the problems.
 Mr. Mullen said that would be a pleasant surprise and he would take a look into the study done by those engineers.

Mr. Harper said he would like to continue this under advisement and have Mr. Mullen look into the study and report back to the Board.

Mr. Mullen said there was a resolution approving the Six-Year Plan for Secondary Road System construction that he would like the Board to consider.

Mr. Harper asked Mr. Mullen if the Board should take action on the resolution now.  Mr. Mullen said Mr. Glass with VDOT had talked to the Board about the Six-Year Plan already and
he felt it would be appropriate for the Board to take action now.

Mr. Spencer motioned to approve the resolution.  Mr. Gentry seconded the motion.

Mr. Gentry said his biggest problem was that the Six-Year Plan was misleading because after July, the money for secondary road construction was
basically going to be cut.

On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board voted to approve a resolution approving the Six-Year Plan for Secondary Road System construction.

Mr. Mullen said there were monthly reports included from the different departments and a memo from the General Services Department regarding the annual recycling rate for Louisa County.  Mr. Mullen said there was also a letter regarding the options for financing the Wastewater Treatment Plants and asked if the Board had any direction in that regard.

Mr. Mullen said both of the projects were very necessary.  Mr. Mullen said he would like to be able to finance the projects in a way that would make the best use of capital and would take advantage of the availability of low interest funding.  Mr. Mullen said the Board had originally used a type of “pay as you go” system.  Mr. Mullen said he felt the County should borrow funds for Capital Improvement projects to spread the cost over the life of the asset.  Mr. Mullen said he would recommend switching the options whereas the Board had originally decided to borrow funds for the Zion Crossroads Wastewater Treatment Plant and pay cash for the Regional Wastewater Treatment Plant.  Mr. Mullen said he would suggest borrowing funds from the USDA Rural Development for the Regional Wastewater Treatment Plant and paying cash for the Zion Crossroads Wastewater Treatment Plant.  Mr. Mullen said with the Boards approval, he would like to take that path towards financing the projects.

Mr. Harper asked about financing with the Virginia Resources Council and the interest rate difference.  Mr. Mullen said last time he checked, he believed the rates differed by about three-quarters of a percent with the Rural Development rate being the lower of the two.

Mr. Mullen said the County did not qualify for Rural Developmen
t funds at the Zion Wastewater Treatment Plant which was why he suggested switching options.  Mr. Mullen said the only reason the County qualified for the Rural Development funding for the Regional Wastewater Treatment Plant was because of the Town of Louisa and the lower household median income.

Mr. Mullen said the County did send a response in regards to the 605 Mobile Home Park sewage treatment plant.  Mr. Mullen said it was not ignored and what the County was looking for was a compliant facility and if 605 Mobile Home Park was able to come into compliance, then he felt the County should support it.

Mr. Byers asked what options the County had with
regard to 605 Mobile Home Park.  Mr. Mullen said the County could only appeal to the issuing authority.  Mr. Byers asked if 605 Mobile Home Park was applying for an expansion or anything else.  Mr. Mullen said he was not aware of any.  Mr. Wright said 605 Mobile Home Park was operating under a Conditional Use Permit and there were certain conditions they had to comply with.

Mr. Harper asked if the County was looking into other areas of compliance with the Conditional Use Permit.  Mr. Mullen said no and he had not asked Mr. Camp to make sure the conditions of the Conditional Use Permit were being met.  Mr. Mullen said he was strictly focused on the compliance with DEQ.

Mr. Spencer asked why Thomas Jefferson Elementary School was being referred to as a vocational center on one of the memos and estimates from Mr. Linhares.  Mr. Spencer said he wanted to know if the Board had ever passed a resolution or made a statement that they were going to make a vocational center out of Thomas Jefferson Elementary.
 Mr. Spencer said the issue needed to be laid to rest and he would like an answer as to when the Board took any action on a vocational center.

Mr. Mullen said he asked Mr. Linhares to come up with a current cost estimate of repairs to Thomas Jefferson and Mr. Linhares said he was already asked to do that in 2008.  Mr. Mullen said he asked if that was done as an elementary school or as a vocational center and Mr. Linhares said he had reviewed it as a vocational center.  Mr. Mullen said he only included the document referencing the transformation of Thomas Jefferson Elementary into a vocational center for discussion so the Board could see when that first came up.  Mr. Mullen said the estimate was attached to a me
mo from Mr. Linhares to Mr. Lintecum dated March 27, 2008 and was per a request from a committee meeting.  Mr. Mullen asked Mr. Linhares what committee meeting this request was derived from.  Mr. Spencer said that was just a committee request and he was looking for a specific Board action.

Mr. Spencer said the press wrote about a vocational center and the School Board talked about one.  Mr. Spencer said the Board just toured the High School and was shocked by the degree of vocational training that already took place there.

Mr. Mullen said he was unaware of any Board action on the vocational center and he had just asked Mr. Linhares to give him some history behind it.

Mr. Harper asked that all reference to a vocational center be removed until the Board took formal action.

Mr. Wright said four years ago the School Board proposed to the Board that
the County build a new elementary school to replace Thomas Jefferson Elementary.  Mr. Wright said the request was from Dr. Melton, former Superintendent, and was for $28 million.  Mr. Wright said he proposed to the Board that the County use Thomas Jefferson Elementary School as a vocational center and then build a new elementary school at a cost of $16 million rather than $28 million.  Mr. Wright said the concept was looked at with favor from the Board, but no formal vote was taken.  Mr. Wright said the School Board also looked at the concept with favor.

Mr. Wright said the Board continued to overlook one key area of people and that was the unemployed and the underemployed.  Mr. Wright said the Board looked at a school-operated vocational center that was only for school students.  Mr. Wright said the prior idea was a vocational center for adults, unemployed, underemployed, and school dropouts so that people could get their GEDs and
other training for specialized work areas.

Mr. Wright said the idea had been discussed.  Mr. Spencer said he wanted to see something that showed that the Board had taken action on it.

Mr. Gentry said he did not remember the Board taking any action on the idea of a vocational center, but he knew at one time that the Board was looking at all the options and he felt that misinformation was generated after that.

Mr. Harper said the Board was not currently looking at Thomas Jefferson Elementary as a vocational center and was only considering fixing it as an elementary school and that was what it should be referred to as.

Mr. Linhares said the Board and the School Board had both asked that a committee be formed prior to March 2008 when Mr. Lintecum was still County Administrator.  Mr. Linhares said the committee was made up of himself, Mr. Lintecum, Dr. Pettit and Mr. Szalankiewicz
and the County was asked to look at possibly turning Thomas Jefferson Elementary into a vocational center.  Mr. Linhares said that was the purpose of the original memo and proposal dated March 27, 2008.

Mr. Barnes said one of the reasons the Board started talking about or looking into a vocational center was because the County had anticipated the need for a new high school in the future.  Mr. Barnes said the idea was that a vocational center could be bu
ilt for a lesser cost and then the current vocational space at the High School could be renovated as classroom space which would eliminate the need for a new high school.

Mr. Spencer said he would still like the issue researched before Thomas Jefferson Elementary was referred to as a vocational center.

Mr. Mullen said he was proud to say that the Louisa County Gators swim team had over 100 youth sign up to be members.  Mr. Harper said the uniform color was purple and it seemed that everyone, including the school system, had forgotten that the Louisa colors were green and gold.
 Mr. Havasy said the swim team was in the process of transforming their uniforms and they did not want to do it all at once because of the high cost of new uniforms.

CONSENT AGENDA ITEMS

Resolution - Recognizing Vickie Southall for Service to the Citizens of Louisa County

On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution recognizing Vickie Southall for service to the citizens of Louisa County.

Resolution - Recognizing Julia Williams for Service to the Citizens of Louisa County

On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution recognizing Julia Williams for service to the citizens of Louisa County.

Resolution - Recognizing the Louisa County Middle School Beginning Band

On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution recognizing the Louisa County Middle School Beginning Band.

Resolution - Recognizing the Louisa County Middle School Concert Band

On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution recognizing the Louisa County Middle School Concert Band.

Resolution - Recognizing the Life of Donald Allen for Service to the Citizens and Children of Louisa County

        On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution recognizing the life of Donald Allen for service to the citizens and children of Louisa County.

Mr. Gentry said he had not seen a person yet that did not deserve recognition, but he asked what kinds of guidelines were being used to determine who would receive a resolution.  Mr. Mullen said a resolution would be presented to whoever was deemed worthy and was brought to his attention by a Board member.

CORRESPONDENCE

Mr. Byers said the Board had received a letter in their Board Packet from the Chief of the Locust Creek Volunteer Fire Department requesting consideration for one of the vehicles that the County currently had that would be replaced.  Mr. Byers said he mentioned at the last meeting about other agencies being interested in vehicles rather than the County just disposing of the vehicles.  Mr. Byers said he was not sure what the normal protocol was, but he felt it would be wise to consider giving the vehicle to a volunteer agency.

Mr. Harper said vehicles had been provided in the past and there may need to be some schedule or rotation established so the process bec
ame fair.  Mr. Harper said there are some volunteer agencies that would not need additional vehicles.

Mr. Havasy said that since the County had a Fire Chief, he would like to leave it up to that person to make recommendations and determine
where the replaced vehicles should go with the consent of the County Administrator.

Mr. Mullen said he had asked Mr. Linhares, Mr. Dubé and Mr. Hoffman to meet and determine the legality of the potential giveaway vehicles.  Mr. Harper said he did not think the County gave the vehicles away because they had to be returned to the County once they were done being used
so the County could dispose of them.

Mr. Harper said the vehicles had not all gone to volunteer agencies in the past because the schools had received some vehicles before.  Mr. Wright said that Blue Ridge Shores received some vehicles from the County as well.

Mr. Barnes said it may be beneficial for the Board to ask staff members to develop a policy in case this issue arose again.

Mr. Harper mentioned the gov.com website and said they offer the service of selling the vehicle across the Country.  Mr. Mullen said he had not looked at that website, but he would have it included as part of the study.

APPROVAL OF BILLS

On the motion of Mr. Spencer, seconded by Mr. Barnes, which carried by a vote of 7-0, with Messrs Gentry and Byers abstaining from their reimbursements, the Board adopted a resolution approving the bills for the first half of May 2009 for the County of Louisa in the amount of $210,000.93.

APPROVAL OF MINUTES

On the motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board adopted the minutes of the May 4, 2009 meeting as amended.

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board adopted the minutes of the May 5, 2009 meeting.

CLOSED SESSION

On the motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board voted to enter Closed Session at 6:47 p.m. for the purpose of discussing the following:

1.        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).

REGULAR SESSION

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board voted to return to Regular Session at 7:58 p.m.

RESOLUTION - CERTIFICATION OF CLOSED SESSION

On the motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board voted to adopt the following resolution:

PRESENTVOTE
P.T. Spencer, Jr. Yes
Jack T. Wright Yes
Fitzgerald A. Barnes Yes
Dan W. Byers Yes
Willie L. Gentry, Jr. Yes
Willie L. Harper Yes
Richad A. Havasy Yes

WHEREAS, the Louisa County Board of Supervisors has convened a Closed Meeting this 18th day of May 2009, 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.

NOW, THEREFORE BE IT RESOLVED on this 18th day of May 2009, that the Louisa County Board of Supervisors does hereby certify that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting was heard, discussed or considered by the Louisa County Board of Supervisors.

ADJOURNMENT

On the motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board voted adjourn the May 18, 2009 meeting at 8:00 p.m.



BY ORDER OF


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