B. G. Gene Horney Danny C. McDaniel

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1 The Wythe County Board of Supervisors held its regularly scheduled meeting at 9:00 a.m., Tuesday, March 22, The location of the meeting was in the Board Room of the County Administration Building, 340 South Sixth Street, Wytheville, Virginia. MEMBERS PRESENT: Wythe B. Sharitz, Chair Margaret O. Maggie Poole MEMBERS STAFF PRESENT: R. Cellell Dalton, County Administrator Stephen D. Bear, Assistant County Administrator Martha G. Collins, Administrative Assistant OTHERS PRESENT: Doug King Sam Crockett Jason Felici Gary Grubb Sis Cassell Faye Barker Linda Meyer Marisa Osborn CALL TO ORDER & INVOCATION The Chair determined that a quorum was present and called the regularly scheduled meeting to order at 9:05 a.m. The invocation was given by Vicar Jason Felici of the Holy Trinity Lutheran Church and the Chair led the Pledge of Allegiance. CITIZENS TIME Chair Sharitz welcomed the guests and citizens present at the meeting, and inquired if there was anyone present who wished to address the Board. 1. New Bethel Road Mr. Gary Grubb addressed the Board with his concerns regarding the road conditions on New Bethel Road. Mr. Grubb explained that he has lived on New Bethel Road for 27 years and that a church recently built behind his house has significantly increased the traffic on his road. He noted that the road conditions are quite bad on the approximately two tenths of a mile portion of road where he lives along with five other houses and two churches. He stated that he had spoken with members of the Mennonite Church, who estimated vehicles travel on New Bethel Road every week to their church alone. Mr. Grubb added that the church also has school everyday as well as hosting two to three suppers a year, with 700 attending their last supper. Mr. Grubb concluding by asking for the Board s help to improve the road conditions on New Bethel Road.

2 Supervisor Houseman reported that several years ago VDOT paved to the top of the hill on New Bethel Road. He noted that Mr. Grubb had called VDOT, who informed him that he needed to speak to the Board. Supervisor Houseman had suggested to Mr. Grubb that he attend the Board meeting and that the issue could be addressed with the VDOT representative, who was scheduled to attend. 2. Board Meetings Ms. Linda Meyer addressed the Board. Ms. Meyer asked if the Board meetings would be televised now that there is a cable station in Wytheville. She asked the Board to add the issue to their calendar and discuss it in the future. 3. Progress Park Lot 24 Ms. Linda Meyer addressed the Board. Ms. Meyer stated that she believed the Board had voted against appropriating funds to the Lot 24 project at the January 25, 2011, meeting, but at the last meeting the Board appropriated the funds to the project. She asked why there was a change. Mr. Dalton responded that he would research the issue and prepare a reply. 4. Budget Ms. Linda Meyer addressed the Board requesting a line item budget be available at the public library prior to the budget hearings. She then asked the Board when the preliminary budget hearings would begin. Mr. Dalton noted that preliminary budget hearings would begin March 28, 2011, at 8 a.m. He added that budget work sessions are listed on the current meeting agenda. Ms. Meyer next asked if County employees contribute to their medical plan. Mr. Dalton responded that the County pays 100% of the employee s share for healthcare; the employee must pay for family coverage. 5. Board Meetings Ms. Marisa Osborn addressed the Board. Ms. Osborn asked if Board meeting dates and times, as well as an agenda could be advertised in the newspaper. She noted that the Enterprise used to advertise upcoming meetings and agendas in their community calendar section. Ms. Osborn added that this would be very beneficial so that the public could become more involved in County issues. Mr. Dalton stated that the Board does provide the agenda to the Enterprise, they have the choice to publish the information or not. Chair Sharitz stated that the Board could give the newspaper the information, but could not tell them what to print. Being no one else to address the Board, Chair Sharitz closed Citizens Time. 2

3 MINUTES OF PREVIOUS MEETINGS The Board was presented with the February 2011 minutes for adoption. Supervisor Umberger made a motion, seconded by Supervisor Poole, to approve the February 08, 2011, minutes as presented. The motion passed unanimously. Supervisor McDaniel made a motion, seconded by Supervisor Houseman, to approve the February 22, 2010, minutes as corrected. The motion passed unanimously. PAYMENT OF COUNTY INVOICES Supervisor Poole made a motion to pay the invoices submitted for approval on March 22, 2011 for the various departments of County government. The invoices were paid on General Warrants as follows: EXPENDITURES BY DEPARTMENT BOARD OF SUPERVISORS March 22, 2011 CHECK # ISSUE DATE VENDOR TOTAL /17/11 APPALACHIAN POWER $22, /17/11 ATMOS ENERGY $1, /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 CENTURYLINK $ /17/11 FLEETONE LLC $ /17/11 KANGAROO FUEL SOLUTIONS $14, /17/11 LOWE'S $ /17/11 MARATHON PETROLEUM CO $ /17/11 SPEEDWAY SUPERAMERICA LLC $ /17/11 US CELLULAR $ /17/11 US CELLULAR $ /17/11 VERIZON $13.55 TOTAL CHECKS 03/17/11 $41, /22/11 APPALACHIAN POWER $ /22/11 ASSOC OF DISTRICT COURT JUDGES $ /22/11 B & H PHOTO $ /22/11 BARREN SPRINGS VOL FIRE DEPT $1,

4 /22/11 BLUE RIDGE AUTO PARTS INC $ /22/11 BLUE RIDGE MASS APPRAISAL CO LLC $21, /22/11 BUSINESS INFORMATION SYSTEMS $ /22/11 CANDU AUTO SALES & SERVICE $ /22/11 CARDINAL BLUEPRINTERS $ /22/11 CASH CYCLE SOLUTIONS INC $1, /22/11 CASH CYCLE SOLUTIONS INC $1, /22/11 CROCKETT, WALTER S $ /22/11 DELL MARKETING LP $2, /22/11 DEPT OF VIRGINIA STATE POLICE $ /22/11 DIXIE YOUTH BASEBALL INC $ /22/11 E&L DIAMOND ELECTRIC COOLING $ /22/11 ELEVEN WEST INC $ /22/11 EMEDCO $ /22/11 EMS INC $ /22/11 ENGLAND'S AUTO SERVICE $ /22/11 FARTHING, SCOT S $2, /22/11 FERGUSON ENTERPRISES $ /22/11 FERRARA FIRE APPARATUS INC $426, /22/11 FLEETONE LLC $ /22/11 FOOD COUNTRY $ /22/11 FOWLKES MACHINE CO INC $ /22/11 HOME & COMMERCIAL CLEANING $ /22/11 JOINT PUBLIC SERVICE AUTHORITY $36, /22/11 KMART $ /22/11 LEE'S GARAGE $ /22/11 LEXISNEXIS $ /22/11 MABE, GERALD E II $ /22/11 MEDIA GENERAL TRI-CITIES $ /22/11 MEDIA GENERAL TRI-CITIES $ /22/11 MEREDITH'S GARAGE $ /22/11 NEW RIVER REGIONAL WATER AUTH. $158, /22/11 NEW RIVER RESOURCE AUTHORITY $1, /22/11 NEW RIVER VALLEY JUVENILE DETENTION $2, /22/11 NEW RIVER VALLEY REGIONAL JAIL $120, /22/11 NTELOS $ /22/11 OFFICE OF THE CHIEF MEDICAL EXAMINE $ /22/11 PAPER CLIP $ /22/11 PEED & BORTZ LLC $6, /22/11 PITNEY BOWES GLOBAL FIN SERV $ /22/11 PUBLIC ENTITY RISK INSTITUTE $ /22/11 R & R ENTERPRISES INC $ /22/11 RAMBO'S BACKHOE SERVICE LLC $ /22/11 ROANOKE PUMP SALES & SERVICE $ /22/11 RURAL RETREAT FIRE DEPT $

5 /22/11 SALEM STONE $ /22/11 SENTRY SERVICES $ /22/11 SOUTHWEST REGIONAL ENTERPRISE CTR $2, /22/11 STATE ELECTRIC SUPPLY COMPANY $ /22/11 STEVE'S AUTO SALES & REPAIR $ /22/11 STEVE'S PIT STOP $ /22/11 SUTPHEN CORP $704, /22/11 THOMPSON TIRE $ /22/11 THREE RIVERS MEDIA CORP $ /22/11 TWO WAY RADIO $ /22/11 US BANK OPERATIONS CENTER $5, /22/11 V&M RECYCLING $72, /22/11 VIRGINIA BUSINESS SYSTEMS-VA $ /22/11 VIRGINIA LAWYERS WEEKLY $ /22/11 VUPS $ /22/11 WACHOVIA $68, /22/11 WEST END TRAILER SALES $ /22/11 WEST PAYMENT CENTER $ /22/11 WYTHE CO GENERAL DISTRICT COURT $ /22/11 WYTHEVILLE OFFICE SUPPLY $ /22/11 XEROX $ TOTAL CHECKS 03/22/11 $1,650, TOTAL EXPENDITURES APPROVED 03/22/11 $1,692, Supervisor Horney asked which fire truck the payment to Sutphen Corp. was for. Mr. Dalton responded that the payment was for the Max Meadows fire truck. Supervisor Horney seconded the motion. The roll call vote was as follows: AYES: M. O. Maggie Poole Wythe B. Sharitz RECOGNITION OF RETIREMENT FAYE BARKER Chair Sharitz presented Faye Barker of the Commissioner of Revenue s office a gift and plaque in recognition of her 34 years of service and retirement. Ms. Barker thanked the Board. 5

6 CONSENT CALENDAR Supervisor McDaniel made a motion to approve the Consent Calendar for March 22, 2011, as follows: 1. PAYROLL February 2011: Water Department $ 20, Wythe County Wastewater Fund 9, Police Activity Fund 39, Courthouse Security Fund 16, General County Fund 402, TOTAL $ 486, Check Numbers: ; Voucher Numbers: V V103138; V V STATUS REPORTS: Animal Control Arlan Dunford Building Inspection Chip Dunford Emergency Services Ikey Davidson Maintenance & Solid Waste Billy Bowers Parks & Recreation Tina Brown Planning Commission Michelle Cassell Water & Wastewater Don Crisp 3. PERSONNEL: 4. BUDGET AMENDMENTS: 1. $2,261 Commonwealth s Attorney ( ) Transfer from Asset Forfeiture to Furniture & Fixtures for purchase of computer, software & accessories. Supervisor McRoberts seconded the motion and the roll call vote was as follows: AYES: M. O. Maggie Poole Wythe B. Sharitz 6

7 PROGRESS PARK SITE PLAN GATORADE The Board reviewed site plan revisions for Gatorade. Mr. Dalton explained that Gatorade would add 76 additional parking spaces to the front of the plant. He added that the additional parking was in the original master plan presented to the Board. Supervisor Umberger asked if they had hired more workers. Mr. Dalton reported that Gatorade hired additional workers in December. Supervisor Houseman made a motion to approve Gatorade s site plan. Supervisor McDaniel seconded the motion and the roll call vote was as follows: AYES: M. O. Maggie Poole Wythe B. Sharitz VIRGINIA COOPERATIVE EXTENSION Mr. Matthew Miller of the Virginia Cooperative Extension addressed the Board concerning the multi-floral rose spray program. Mr. Miller explained that Wythe County has had a spray program for multi-floral roses for at least 25 years and that the County had allocated funds for the program. He went on to explain that last year the Virginia Cooperative Extension had 25 boxes of excess spray with no funds currently allocated to the program from the County. Mr. Miller recommended to the Board several alternatives to the current program. He explained that in Bland and Giles Counties they have a cost share reimbursement program, paying a percentage of the product s cost back to the producer. Wythe County presently gives the product to the producer for free, with many producers not using the product. Mr. Miller also asked that they expand to allow producers more options of sprays, due to the large number of invasive plants in Wythe County. He also suggested that the product not be bid out, but instead allow the producer to purchase the product at the store of their choice. Mr. Dalton noted that the County had not offered different products in the past, because the farmers were not licensed to purchase the product. Mr. Miller explained that there are several non-restricted products and discussed those. Supervisor Umberger stated that she is in favor of the cost share program and suggested the County not wait until next year to start the program. Chair Sharitz agreed and asked that they include water hemlock. 7

8 Mr. Dalton stated that the Extension office would still have a lot of work to do before the County could advertise the program. Mr. Miller explained the process and time line for the program to begin. Supervisor Houseman asked if $8,000 had been enough for the program in the past. Mr. Miller responded that he would assume it was, since they did have leftover product. Supervisor Horney made a motion to amend and appropriate $6,000 to the invasive plant program to be used as a reimbursement to the producer, with 50% of a maximum of $100 per producer and allow the Extension committee the option to adjust as necessary. Supervisor Poole seconded the motion and the roll call vote was as follows: AYES: M. O. Maggie Poole Wythe B. Sharitz Mr. Miller stated that he would prepare the applications and send out a press release, but asked the Board who would handle the reimbursements. Mr. Dalton suggested the County reimburse the producer and explained the process for reimbursements. Mr. Miller added that the Extension Committee would provide stores with a list of approved applicants. Supervisor Umberger reported that she had received a letter from Mr. Miller concerning a meat processing plant. Mr. Miller explained that a group in Grayson County is conducting a feasibility study to determine the need for a meat processing facility to be located in southwest Virginia. He added that in the past, studies have indicated that there was not a need for a new slaughter facility. TREASURER S REPORT Mr. Sam Crockett, Wythe County Treasurer, appeared before the Board. He presented the Treasurer s Report as follows: 1. Revenue Statement Mr. Crockett distributed an updated revenue statement to the Board and reported that the consolidated account is currently at $55,747,000 with $27,040,000 in the General Fund account. He added that the County is presently at 101% of their budget. 8

9 SHERIFF S REPORT Sheriff Doug King appeared before the Board and reported on the following: 1. Part-time Courtroom Security Positions Sheriff King reported that the Sheriff s office is in the process of replacing three part-time courtroom security positions. He added that he hoped to have those positions filled in the next two weeks. 2. Gas Prices Sheriff King reported that the Sheriff s office has instituted one 15 minute rest period per hour in which the police vehicle would not be running, when possible. He noted that the rest period should help reduce gas costs. 3. DEA Monies Sheriff King reported that the DEA still does not have monies available for local meth lab clean-ups. He added that the Sheriff s office will no longer be making charges on meth labs, only the state police who have the funds for the clean-up. 4. Police Officers Sheriff King reported that so far in March there have been 15 police officers murdered. He added that he had recently attended the funerals of the two Buchanan County officers who were killed in the line of duty and updated the Board on the condition of the wounded officers. SUPERVISORS REPORTS 1. Road Side Trash Supervisor Umberger reported that road side trash is getting bad. 2. Red Badge of Courage Supervisor Umberger reported that the Red Badge of Courage was a wonderful program thanks to Wytheville Community College. She explained the program to the Board. 3. New Bethel Road Supervisor Houseman reiterated on previous comments concerning New Bethel Road. 4. Convenience Centers Supervisor Houseman reported that he had gone to the Apple House convenience center on Saturday afternoon. He explained that the large container was full and people were trying to throw trash over the top. Supervisor Houseman asked who is responsible for having the containers emptied. Mr. Dalton explained that the attendant is responsible for calling to have the containers emptied, but if the County sees the boxes are getting full they can call the vendor who should empty it within four hours. Mr. Dalton added that in the spring time the boxes fill up quickly. 5. Korean Free Trade Agreement Supervisor Houseman stated that at the last meeting Mr. Larry Miller of the BondCote Corporation had spoken to the Board 9

10 concerning the Korean Free Trade Agreement. Supervisor Houseman asked what action the Board could take to help with this issue. Mr. Dalton explained that Mr. Miller was asking the Board to support legislative action to give the BondCote Corporation equal footing for their product. Mr. Dalton suggested the Board write a resolution or a letter signed by the Board members. Supervisor Houseman made a motion for the Board to draft a resolution to assure local workers have an equal opportunity in the competitive process. Supervisor McDaniel seconded the motion and the roll call vote was as follows: AYES: M. O. Maggie Poole Wythe B. Sharitz 6. Constituent Calls Supervisor Poole reported that she had a received a lot of requests for various information as well as several water issue complaints. 7. Sandra Sheffey Supervisor Horney inquired about the progress on the letter for Sandra Sheffey. Mr. Dalton noted that the letter is in the process of being sent to the Virginia Retirement System. RECESS The Board recessed for a short break at 10:30 a.m. RECONVENE Chair Sharitz reconvened the meeting at 10:45 a.m. WYTHE COUNTY FY10 AUDIT Mr. Corbin Stone of Robinson, Cox and Associates presented the annual Wythe County Financial Report to the Board. Mr. Stone explained that this year the financial statements were audited leading to an unqualified opinion, last year they presented a qualified opinion. He noted that the County is in good financial shape at this time, even after going through and coming out of the recent recession. Mr. Stone reviewed the financial statement information with the Board and the Board discussed. Supervisor Poole made a motion to accept the audit as presented. Supervisor Horney seconded the motion and the roll call vote was as follows: 10

11 AYES: M. O. Maggie Poole Wythe B. Sharitz VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) SECONDARY ROAD PLAN Mr. Matthew Cox of the Virginia Department of Transportation presented VDOT s sixyear plan to the Board. Mr. Cox reported that VDOT will schedule the public hearing for the six-year plan later in April. He explained the funding scenario for upcoming road improvement projects. Mr. Cox noted that due to a surplus from several rustic roads projects, VDOT will be able to work on the next priority road on the six-year plan. He discussed several roads dropped from the plan that could be added back to the plan with those extra funds, as well as roads that could not be added due to cost restraints. The Board discussed. Mr. Bear asked about excess monies of $1.4 billion and the status of those funds. Mr. Cox responded that those funds were being accrued for large scale projects. Supervisor Houseman inquired about New Bethel Road and explained the issues with the road. Mr. Cox stated that New Bethel Road could be considered for paving. Supervisor Houseman asked why VDOT tells citizens to call the Board of Supervisors when they have maintenance concerns. Mr. Cox stated that when a citizen calls VDOT for road issues such as potholes, VDOT should set up a work order, which would then go to headquarters for prioritization to get the work completed. He added that paving of gravel road requests and speed studies should be directed to the Board first. Supervisor Horney reported that Gleaves Road in the Cripple Creek area has many potholes, as well as Davis Cemetery Road needing repair. He also asked when the St. Peters Road project would begin. Mr. Cox responded that St. Peters Road is still on the plan, but the funds are not available to build it at this time. Mr. Dalton asked the Board to set the date for the public hearing. Mr. Cox suggested April 26, 2011, for the public hearing. 11

12 The Board agreed to set the public hearing on April 26, 2011, at 6:00 p.m. Supervisor McRoberts reported that Ricky Road and Kitchen Lane are in need of repair. Supervisor Poole reported that Cartersville Heights is also in need of repair. Supervisor Houseman left the meeting at 11:55 a.m. RECESS The Board recessed for a short break at 11:55 a.m. RECONVENE Chair Sharitz reconvened the meeting at 12:09 p.m. REDISTRICTING MAP The Board reviewed and discussed the final redistricting map. Mr. Dalton explained that the redistricting public hearing is scheduled for April 12, SURPLUS PROPERTY BIDS Supervisor Umberger made a motion to declare the surplus property as surplus and accept the high bids. Supervisor Horney seconded the motion and the roll call vote was as follows: NEW RIVER/MOUNT ROGERS WORKFORCE INVESTMENT BOARD APPOINTMENT Supervisor McDaniel made a motion to reappoint David Elmore to the New River/Mount Rogers Workforce Investment Board representing Wythe County Businesses. Supervisor Horney seconded the motion and the motion passed unanimously, Supervisor Houseman was absent. NEW RIVER REGIONAL WATER AUTHORITY FY10 AUDIT The Board reviewed the New River Regional Water Authority Audit for FY10. Mr. Dalton explained that the price for the coming year would be $1.25; it was $1.27 last year. 12

13 WATER/WASTEWATER COMMITTEE REPORT 1. Rural Retreat to Wytheville Water Project Supervisor Horney made a motion as recommended by the Water Committee to accept the low bid in the amount of $3,412,910 from Prillaman & Pace for the Rural Retreat to Wytheville water project contingent upon Rural Development s approval; and, to negotiate upsizing of line cost. Supervisor Horney reported that with the upsizing of the costs the total costs would be $3,592,948. He added that the County would be increasing the pipe size from 10 inches to 12 inches. The roll call vote on the motion was as follows: 2. Rural Retreat to Wytheville Water Project Water Tank - Supervisor Horney made a motion as recommended by the Water Committee to accept the low bid in the amount of $433,800 from Mid-Atlantic for the water tank for the Rural Retreat to Wytheville Project. The roll call vote on the motion was as follows: 3. Old School Road Water Project Supervisor Horney made a motion as recommended by the Water Committee to accept the low bid in the amount of $578,526 from Steve Martin Trenching Incorporated for the Old School Road water project. The roll call vote on the motion was as follows: 13

14 4. Open-End Architectural and Engineering Contracts Supervisor Horney made a motion as recommended by the Water Committee to accept all proposals received for the Open-End Architectural and Engineering contracts for a three year term. He explained that as projects become available, each firm will be presented with the project scope and requested to submit a written response detailing their proposed price and schedule. The roll call vote on the motion was follows: 5. Grahams Forge Phase III Wastewater Project Supervisor Horney made a motion as recommended by the Water Committee to award Peed & Bortz the engineering contract for the Grahams Forge Phase III Wastewater Project. The roll call vote on the motion was follows: 6. Old School Road Waterline Extension Supervisor McRoberts explained that the bids on the Old School Road water project had been less than anticipated and asked the Board to extend the waterline further towards Route 619. Supervisor McRoberts made a motion, seconded by Supervisor Horney to proceed with extending the waterline further on Old School Road. The roll call vote on the motion was follows: 14

15 7. Rural Retreat to Wytheville Waterline Mr. Dalton explained that the bids on the Rural Retreat to Wytheville waterline were also considerably lower than expected. He added that the funds would be available to extend the waterline on the north side of the Interstate from the water tank to Musser Lumber. Mr. Dalton noted that this would add 17 additional homes plus the racetrack. Supervisor McDaniel made a motion to extend the Rural Retreat to Wytheville waterline, Supervisor Poole seconded the motion and the roll vote on the motion was as follows: COUNTY ADMINISTRATOR S REPORT County Administrator Dalton appeared before the Board and reported on the following: 1. VDOT FY12 Revenue Sharing Program Mr. Dalton reviewed VDOT FY12 Revenue Sharing Program proposed legislative changes with the Board. The Board discussed. 2. Audit Services Mr. Dalton explained that the current audit contract has expired. He suggested the Board advertise specifications for auditing services. Supervisor Horney made a motion to advertise for auditing services, seconded by Supervisor Poole. The roll call vote on the motion was as follows: Mr. Dalton noted that in the past the Budget Committee along with the County Treasurer interviewed firms for auditing services. The Board agreed to allow the Budget Committee and Treasurer to conduct the audit service interviews. 15

16 3. Mount Rogers Planning District Commission (MRPDC) Procurement of Mass Appraisal Services Mr. Dalton reviewed a memorandum from David Barrett of the Mount Rogers Planning District Commission with the Board to allow the MRPDC to procure mass appraisal services for the County s next reassessment. The Board discussed. 4. Proposed Budget Calendar FY12 Revision 3 Mr. Dalton presented the proposed Budget Calendar FY12 with Revision 3 to the Board. Mr. Dalton explained the changes and the Board discussed. Supervisor Umberger asked if the Historical Society would be presenting a budget to the Board. She added that the Historical Society is currently trying to raise funds on their own. Chair Sharitz reported that the Board would be receiving an invitation to the Mount Rogers spring meeting; it will be on April 07, 2011, in Carroll County. RECESS Chair Sharitz recessed the meeting at 12:44 p.m. until Monday, March 28, 2011, at 8:00 a.m. RECONVENE-BUDGET HEARINGS Chair Sharitz reconvened the meeting at 8:00 a.m. on March 28, 2011 to hear budget requests from various departments and outside agencies. All Board members were present as well as, County Administrator, Cellell Dalton. Budget requests were heard Monday, March 28, 2011; Tuesday, March 29, 2011; Monday, April 04, 2011; and Tuesday, April 05, ADJOURNMENT With no other business to come before the Board, Chair Sharitz adjourned the meeting at approximately 10:00 a.m. on Tuesday, April 05, Wythe B. Sharitz, Chair 16