Mr. Harper requested a roll call vote on Mr. Spencer's motion.
| PRESENT | VOTE |
| Willie L. Gentry, Jr. | Yes |
| Willie L. Harper | Yes |
| Richad A. Havasy | No |
| P.T. Spencer, Jr. | Yes |
| Jack T. Wright | No |
| Fitzgerald A. Barnes | No |
| Dan W. Byers | No |
With the votes reflecting 3-4, the motion failed for the County of Louisa to withdraw from the Thomas Jefferson Planning District.
NEW BUSINESS
Discussion and approval Refund of fees paid by Dietz Construction Group, Inc.
Mr. Lintecum said Dietz Construction Group, Inc were not able make their contracts and meet the requirements of Wal-Mart. Mr. Lintecum said he believed they told the commissioner they didnt plan to do any other business in Louisa.
Mr. Harper asked were any administrative cost encountered. Mr. Lintecum said he didnt believe so.
On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board approved the refund of fees paid by Dietz Construction Group, Inc.
Discussion and approval To proceed with the Disc Golf Course and Fitness Trail at the Intergenerational Center
Jane Shelhorse stated early this year there was vote to move the money for the CIP from last year to this year to finish the enhancement projects at the Betty Queen Center.
Ms. Shelhorse said a lot of the work would be done by staff and hopefully with some help from the Schools that would reduce the cost of the project.
Mr. Byers asked if these projects would complete all the enhancements of the Betty Queen Center. Ms. Shelhorse answered yes.
Ms. Shelhorse said the only other thing would be the repaving of the parking lot which would fall under Mr. Kevin Linhares CIP.
Mr. Byers asked were the projects contingent on getting assistance from the Schools. Ms. Shelhorse answered no. Ms. Shelhorse said they may be able to reduce cost if the Schools helped.
Mr. Byers asked how many people were anticipated to use these facilities on an annual basis. Ms. Shelhorse said these projects would be new to the county so she wasnt sure.
Mr. Spencer confirmed with Ms. Shelhorse that the money was already appropriated for these projects. Ms. Shelhorse said yes the money was already appropriated and she just wanted make sure she could move forward.
Mr. Barnes made a motion to approve the already appropriated funds for the completion of the enhancements at the Intergenerational Center, Mr. Gentry seconded the motion.
Mr. Harper requested a roll call vote on Mr. Barnes motion.
| PRESENT | VOTE |
| Willie L. Harper | Yes |
| Richad A. Havasy | Yes |
| P.T. Spencer, Jr. | Yes |
| Jack T. Wright | No |
| Fitzgerald A. Barnes | Yes |
| Dan W. Byers | No |
| Willie L. Gentry, Jr. | Yes |
With the votes reflecting 5-2, the motioned passed to approve the already appropriated funds for the completion of the disc golf course and fitness trail at the Intergenerational Center.
Discussion and approval Louisa County Employee Handbook
Mr. Byers said he thought it was good for the employees to have the handbook however he thought it should be condensed into a leaflet and the complete handbook be kept on file.
Mr. Spencer said he would like to hear what Mr. Mullen felt about the handbook.
Mr. Mullen said he and Ms. Vena had discussed having employees sign a form stating that they know that it was available online in PDF form. Mr. Mullen said the PDF would be linked to the main webpage so it could be accessed at any time. Mr. Mullen said he thought it was good to have some kind of cheat sheet of what was different in the handbook and that could be accomplished through email.
Mr. Spencer asked if Mr. Mullen was happy with the handbook. Mr. Mullen said they worked very hard on the handbook. Mr. Mullen stated he and Ms. Vena spent hundreds of hours going over it. Mr. Mullen said the handbook had been reviewed by employment professionals outside and inside of Louisa County and by outside counsel.
Mr. Spencer asked Mr. Mullen if he was happy. Mr. Mullen said he was very happy with it.
Mr. Byers said the handbook touched on a drug free workplace which he felt was important. Mr. Byers said the county would need to look more into that at some point.
Mr. Mullen said if that was something Mr. Byers wanted to see, a document could be out for the Boards review no later than February.
Mr. Spencer said the handbook looked pretty thick and in this day and age you have to cover everything. Mr. Spencer said he was satisfied with Mr. Mullens judgment.
On motion by Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board approved the Louisa County employee handbook.
Mr. Mullen said he arrived in the county on September 15, 2008 and most of the work was done by Ms. Vena.
Resolution To appropriate the second half of the FY 2008-2009 annual budget
Mr. Lintecum said at the January 5, 2009 meeting the December collections would be discussed. Mr. Lintecum stated at that time the Board could make changes. Mr. Lintecum said Mr. Mullen felt very strong that there needed to be an appropriation before January.
Mr. Wright said with the way the resolution was worded he didnt have a problem going along with the appropriation for the half amount because it said “subject to funds being available.” Mr. Wright said the recipient would have to understand there may be reductions.
Mr. Byers said the Board had spoke about doing the appropriation quarterly and there needed to be some consistency on the procedure. Mr. Byers said he thought it was wise to stick with the quarterly basis.
Mr. Barnes asked Mr. Lintecum if there were other agencies like the Schools that would be effected by appropriating on a quarterly basis.
Mr. Lintecum said a lot of the Schools appropriation was obligated under contract.
Mr. Barnes asked Mr. Green, Finance Director of the Louisa County Public Schools how would appropriating funds on a quarterly basis effect the schools. Mr. Green said they would still have to hold back funds assuming that would not get the rest.
Mr. Green said the Schools would not be able to buy the addition instructional supplies.
Mr. Byers asked what portion of the School budget was salary. Mr. Green said 75 percent of the Schools budget was salary.
Mr. Byers asked what impact would there be on the Schools if appropriation was given quarterly opposed to half. Mr. Green said if the county went to quarterly the Schools would have to wait to buy school supplies. Mr. Green said they knew they were going to need fuel for the buses and utility bills so they would have to leave some money free in case they didnt get their appropriation.
Mr. Byers asked when do they normally buy school supplies. Mr. Green said they were normally brought in full in August.
Mr. Spencer asked how much was the Schools budget. Mr. Green said approximately $48 million. Mr. Spencer asked what was the countys share of that. Mr. Green said just about half.
Mr. Spencer said out of the $48 million the Schools had already gotten quite a bit. Mr. Spencer said the Schools didnt have a problem with the quarterly appropriation when the Board voted for it. Mr. Green said the Schools were not asked about the quarterly appropriation and the Schools were at the Boards mercy.
Mr. Green said if the Schools didnt get the last of the appropriation they would have to get into reduction of force to stay within the budget.
Mr. Harper asked salaries were distributed evenly across the year. Mr. Green said that was correct.
Mr. Harper asked how would the county address the portion of the resolution that said “subject to the availability of funds.”
Mr. Mullen said by necessities it would have to be subject to the accessibility of the funds. Mr. Mullen stated if the funds were not received from Richmond the county could not spend money they hadnt received.
Mr. Mullen said his suggestion to Mr. McLeod was to do something with the appropriation to resolve the gap between January 1, 2009 to January 5, 2009. Mr. Mullen said the county could not operate on sound legal footing with money not appropriated being spent.
Mr. Havasy asked Mr. Green if the Schools had received all their State and Federal money. Mr. Green said no, the Schools receive State funding monthly and Federal money comes in as a reimbursement, so it had to be spent first.
Mr. Havasy asked what was the consensus from the Governors office of what the Schools would receive for the rest of the year. Mr. Green said the Governors budget would released on the 17th of December.
Mr. Havasy asked Mr. Green where was the Schools greatest concern in receiving funding was it local, state or federal. Mr. Green said state. Mr. Havasy asked what percentage of the Schools budget was from the state. Mr. Green said roughly half.
Mr. Byers said if the state could release their funds on a monthly basis, what was wrong with the county releasing theirs on a quarterly basis. Mr. Byers said he would question if the only avenue the Schools had if they didnt receive the funds was to reduce staff. Mr. Green said they had already looked at their options. Mr. Green said there wasnt a whole lot left with 75 percent being personnel salary and benefits.
Mr. Mullen said it seemed to him the second option on page 12 of the Board packet was the safest course fiscally and legally.
Mr. Lintecum said not knowing what the collections would be puts everyone in the dark so there may need to be an adjustment in January.
Mr. Gentry said the resolution says “subject to funds becoming available and monthly review” so the county was protected either way.
Mr. Harper said the goal was to set standards for future years. Mr. Harper said if Mr. Mullen was comfortable that he was comfortable.
Mr. Gentry made a motion to appropriate the second half of the FY 2008-2009 annual budget, Mr. Barnes seconded the motion.
Mr. Harper requested a roll call vote on Mr. Gentrys motion.
| PRESENT | VOTE |
| Richad A. Havasy | No |
| P.T. Spencer, Jr. | Yes |
| Jack T. Wright | Yes |
| Fitzgerald A. Barnes | Yes |
| Dan W. Byers | No |
| Willie L. Gentry, Jr. | Yes |
| Willie L. Harper | Yes |
With the votes reflecting 5-2, the motion passed to appropriate the second half of the FY 2008-2009 annual budget.
Resolution - For a surety bond for Resource Lane in Louisa, Virginia
On motion of Mr. Spencer, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board passed a resolution for a surety bond for Resource Lane in Louisa, Virginia.
Mr. Wright said for all the construction projects there should be a bid bond. Mr. Wright said bid bond was a good way to screen out contractors who wouldnt be able to get a performance bond.
Mr. Linhares said the county was already doing that at this time.
Discussion Parking requirements in commercial zoning
Mr. Harper said there had been at least three occasions lately where the requirements for general commercial parking has caused a problem. Mr. Harper said he would ask the Board to have Mr. Camp revisit the requirements on the parking.
Mr. Camp said he felt like there was room in the ordinance for more flexibility to be given to the parking requirement and he would relay that to the Planning Commission.
Mr. Gentry said the Planning Commission did discuss the parking requirements briefly at the last work session and they felt it was important to revisit.
Mr. Harper asked Mr. Camp take this back to the Planning Commission.
On motion of Mr. Spencer, seconded by Mr. Gentry, which carried a vote of 7-0, the Board agreed to have the Planning Commission look into the parking requirements for commercial zoning.
COMMITTEE REPORTS
Mr. Harper said if the Board agreed they would set a date for the joint meeting with Fluvanna.
Mr. Lintecum said if the Board wanted to advertise the staff would need time to advertise.
Mr. Byers said as part of the study the county was conducting on CSA he had the privilege of going to Hampton to see their best court practices. Mr. Byers said the county was expecting a report in 90 days and he thought it would be about four months before the report would come back before the Board.
Mr. Wright said it wasnt realistic to set an artificial date just to try get it done. Mr. Wright said there was a lot coming out of the work study group and the group consisted of people from many different background.
Mr. Wright said a lot things were coming up that didnt come up in the Fluvanna report. Mr. Wright said he would like the Board to back off the 90 day and go to what ever time was felt necessary within that group.
Mr. Harper asked if Board agreed that report be done in mid-March.
Mr. Spencer said he agreed with Mr. Wright, the CSA study wasnt something to be rushed.
It was the consensus of the Board the study be complete by mid-March.
Mr. Barnes said there were concerns with construction projects being hard to come by. Mr. Barnes said he would like to Board to see what they could do to encourage the use of local contractors. Mr. Barnes said he knew there were limitations because of the procurement act. Mr. Barnes said he would like see Louisa be innovative and go out on the limb and do something that no one else had.
On motion of Mr. Barnes, seconded by Mr. Spencer, which was carried by a vote of 7-0, the Board voted for staff to conduct a study on the bid process and for the County Administrator to form an open contractor workshop to give local contractors the opportunity to offer comments to determine what the county could do to ease the burden on the local business community.
Mr. Spencer said he didnt know what happen but when the Betty Queen Center was built 90 percent of the contractors were local.
Mr. Spencer said he and Mr. Gentry went to a meeting in Culpeper with VDOT and it wouldnt be long before Louisa would be dialing an 800 number to reach VDOT. Mr. Spencer said they discussed closing down residencies in the rural areas.
Mr. Gentry said he questioned the VDOT Commissioner David Ekern about closing the Louisa residency and tried to explain why it was so important. Mr. Gentry said Mr. Ekern was reluctant to take a position on the secondary road system devolution.
BOARD APPOINTMENTS
Mr. Wright stated he would like to appoint Mr. Tony Fernandez to the Workforce Investment Board.
On motion of Mr. Wright, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board appointed Mr. Tony Fernandez to the Workforce Investment Board.
COUNTY ADMINISTRATORS REPORT
Customer Service Satisfaction Survey
Ms. Sherry Vena introduced the customer service satisfaction survey committee members that were at the meeting, which included; Ms. Gloria Layne, Ms. Nancy Pleasants, Ms. Pam Vaughan, Mr. Jeremy Camp and Mr. Dan Byers. Ms Vena said the committee included a broad spectrum of employees, county employees, two constitutional Officers, representatives from the health department, a member from the Board of Supervisors and most likely that Social Services would participate as well. Ms. Vena said the committee recognized it would be an on-going program that possibly would require revisions and status updates from time to time.
Ms. Vena stated the committee also thought it would be best to “start small” so
a pilot program would be implemented. Ms. Vena said they expect 20-25 returned surveys with the pilot program. Ms Vena said the committee would collectively review and analyze the data and then report the results to the Board of Supervisors and Department Heads.
Ms. Vena said the committee expected the training to be an ongoing process that would provide a tool for open communication and constructive feedback for everyone.
Mr. Havasy asked if the committee thought the survey was fair to all the departments.
Mr. Havasy said there some departments the citizens would not get good answers they wanted and therefore may get bad comments on the survey. Mr. Havasy said peoples attitudes would determine how they would answer the survey not necessarily how they were treated. Mr. Havasy said he happy there would be a pilot program.
Mr. Byers said he thought it was necessary to get some type tool to get constructive input from citizens.
Mr. Byers said just one part of the survey was customer satisfaction and rest was to remind the staff that customer service was a major piece of what was done here at the county and people could not get the service provided here anywhere else.
Mr. Barnes asked if Mr. Mullen had the opportunity to look over the questions.
Mr. Mullen said yes he had.
Mr. Barnes said he hoped the forms would also be available in electronically.
Ms. Vena said she really understood Mr. Havasy concerns and that it was really important for the committee to do their job once the surveys were received.
Mr. Havasy asked would all the surveys have signatures. Ms. Vena said if they were talking about specific issues.
Mr. Gentry said he was a strong believer of quality customer service. Mr. Gentry said he was interested in how the surveys would be used so he was glad there would be a pilot program.
Mr. Barnes excused himself and left his seat at the podium at 7:09 p.m. Mr. Barnes did not participate in debate or discussion.
CONSENT AGENDA ITEMS
Resolution Authorizing a supplemental appropriation for the Sheriffs Office for K-9 program
On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-0, with Mr. Barnes abstaining, the Board adopted a resolution authorizing a supplemental appropriation for the Sheriffs Office for K-9 program.
Resolution Authorizing a supplemental appropriation for the CIP for funds donated
On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-0, with Mr. Barnes abstaining, the Board adopted a resolution authorizing a supplemental appropriation for the CIP for funds donated.
Resolution - To take five (5) streets in the Reedy Creek Subdivision into the Secondary System of Highways in Louisa County, Virginia
On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-0, with Mr. Barnes abstaining, the Board adopted a resolution to take five (5) streets in the Reedy Creek Subdivision into the Secondary System of Highways in Louisa County, Virginia.
Mr. Barnes returned to his seat at the podium after adoption of the consent agenda at 7:10 p.m.
APPROVAL OF BILLS
Mr. Byers asked Chief Dube what was the mountain valley tower service. Chief Dube said that was to complete an amateur radio project. Chief Dube said they provided the county free radio service in emergencies. Chief Dube said they needed an antenna put on the tower.
On motion of Mr. Wright, seconded by Mr. Spencer, which carried by a vote of 7-0, with Mr. Gentry and Mr. Barnes abstaining from billing pertaining to themselves, the Board adopted a resolution approving the bills for the first of December 2008 for the County of Louisa in the amount of $364,923.74.
APPROVAL OF MINUTES
On motion of Mr. Byers, seconded by Mr. Barnes, which carried by a vote of 6-0-1, with Mr. Wright abstaining because he was absent at that meeting, the Board adopted the minutes of the December 1, 2008 meeting.
Mr. Harper said there were three boy scouts present at the meeting who were working on their citizenship and community merit badge.
LEGAL
On motion of Mr. Wright, seconded by Mr. Spencer, which was carried by a vote of 7-0, the Board appointed Dale Mullen, County Attorney as the interim County Administrator.
Mr. Byers asked if additional counsel was needed would that be a problem. Mr. Harper said that had already been arranged.
Mr. Barnes said enjoyed working with Mr. Lintecum.
ADJOURNMENT
On motion of Mr. Byers, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board voted to adjourn the December 15, 2008 meeting at 7:15 p.m.
BY ORDER OF
________________________________
WILLIE L. HARPER, CHAIRMAN
LOUISA COUNTY BOARD OF SUPERVISORS
LOUISA COUNTY, LOUISA, VIRGINIA
