WORK SESSION AGENDA BEDFORD COUNTY BOARD OF SUPERVISORS BEDFORD COUNTY ADMINISTRATION OFFICE NOVEMBER 16, 2011 5:00 P.M Mr. Scott Baker, Unit Coordinator Bedford County Virginia Cooperative Extension Office - Introduction of Dr. Ed Jones, Director Virginia Cooperative Extension Departmental Update on Social Services Mr. Andy Crawford, Director of Social Services AGENDA BEDFORD COUNTY BOARD OF SUPERVISORS BEDFORD COUNTY ADMINISTRATION OFFICE NOVEMBER 16, 2011 7:30 P.M. WELCOME a. Moment of Silence b. Pledge of Allegiance (1) APPROVAL OF AGENDA (2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD (For items on this agenda that have not been addressed at a Public Hearing) (3) APPROVAL OF CONSENT AGENDA (4) APPROVAL OF MINUTES September 14, 2011 Page 1 of 9
(5) PUBLIC HEARINGS / PUBLIC APPEARANCES a. Consideration of a Zoning Ordinance Text Amendment Section 30-67: PDD-1 Planned Development District Staff Presentation: Mr. Brad Robinson, Planner (6) ACTION ITEMS a. Consideration of a request from Central Virginia Community Services to approve a resolution authorizing CVCS to borrow funds and incur debt as necessary to support their operations (Resolution # R1011-143R) Mr. André McDaniel, Chief Financial Officer - Central Virginia Community Services b. Consideration of a request to transfer funds from contingency for the demolition of buildings at the former Moneta Adult Detention Center Staff Presentation: Mr. Sheldon Cash, Director of Public Works c. Request for consideration of TLAC s Legislative Program Staff Presentation: Mrs. Kathleen D. Guzi, County Administrator (7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND RECOMMENDATIONS a. Social Services Board minutes and Summary Report from Department of Social Services dated September 15, 2011 (8) APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES (9) COUNTY ATTORNEY REPORTS, REQUESTS AND RECOMMENDATIONS (10) COUNTY ADMINISTRATOR S REPORTS, REQUESTS AND RECOMMENDATIONS a. Bedford County Economic Development Authority minutes of September 1, 2011 b. Bedford Communications Reports for the month of August 2011 c. Bedford Communications Reports for the month of September 2011 d. Bedford Public Library System Board of Trustees minutes of October 4, 2011 (11) PENDING MATTERS (12) UPCOMING MEETINGS November 28 Regular meeting with work session (joint with Planning Commission Wireless Plan Update with industry representatives at 5:00 P.M.) December 5 CIP work session at 5:00 P.M. in the Board room December 12 Regular meeting with work session at 5:00 P.M. Page 2 of 9
5:00 P.M. Work Session Board of Supervisors: Annie, Chairman District 6, Dale Wheeler District 1, Chuck Neudorfer District 2, John Sharp District 4, Steve Arrington District 5 and Gary Lowry District 7 Absent: Roger Cheek District 3 Staff : Kathleen Guzi, Frank Rogers, Carl Boggess, Krystal Hullette, Andy Crawford, Scott Baker, Susan Prillaman and Sue Prunty Mrs. Guzi opened the work session in the absence of Mrs. and Mr. Lowry, current Chairman and Vice-Chairman. Mr. Scott Baker, Unit Coordinator of the Bedford County Virginia Cooperative Extension Office, introduced Dr. Ed Jones, who is the new Director of the Virginia Cooperative Extension. Dr. Jones briefly outlined the future plans for Virginia Cooperative Extension services in the County. Mrs. Guzi noted that she is very grateful for the services that the Cooperative Extension office provides to the County. Mr. Andy Crawford, Director of Social Services, appeared to provide an update to the Board on the Department of Social Services. Mr. Crawford distributed to the Board an informational handout outlining the services that Social Services provides and statistical information on each. The statistical information includes where the funding is obtained and also the spending for the last two fiscal years. There was also public assistance informational statistics included in the handout. Mr. Crawford then reviewed the remainder of the information covered in the handouts. There was then further discussion and comments made by Mr. Crawford to address the Board s concerns and questions. 7:30 P.M. BOARD MEETING Board of Supervisors: Annie, Chairman District 6, Dale Wheeler District 1, Chuck Neudorfer District 2, Roger Cheek District 3, John Sharp District 4 and Steve Arrington District 5 Absent: - Roger Cheek District 3 Page 3 of 9
Staff : Kathleen Guzi, Frank Rogers, Carl Boggess, Mary Zirkle, Brad Robinson, Sheldon Cash, Bill Hoy and Sue Prunty In the absence of the Chairman and the Vice-Chairman, Mrs. Guzi noted that the Board s Rules and Procedures dictate that a proxy Chairman be elected for the meeting. (1) APPROVAL OF AGENDA Mrs. asked to add under Item 7, her comments on the VACo Conference she recently attended. Mrs. Guzi noted that there was an item that was faxed out to the Board involving the TLAC Legislative Program. Mr. Neudorfer would like to add comments under Item 7 Supervisor Arrington made a motion to approve the agenda with the changes as noted Voting yes: Mr. Arrington, Mr. Wheeler, Mr. Neudorfer, Mr. Sharp, Mr. Lowry and Mrs. (2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD Ms. Virginia Lynch, citizen, spoke on the proposed amendment to the PD1 zoning district and her opposition to it. Mr. Billy Hackworth spoke on his concern on the Sheriff s budget and what he believes is inappropriate spending. There being no other citizens that wished to speak, the public comment period was closed. (3) APPROVAL OF CONSENT AGENDA Mrs. Guzi read the following items that were on the Consent Agenda: a. Request from the Commissioner of Revenue to issue a tax refund in the amount of $1,701.10 plus accrued interest to Vault (Ally Financial). b. Request from Fiscal Management to submit a grant application to the Library of Virginia to fund the conservation of Deed Books H8, 35 and Will Book Y24 in the amount of $5,854.00 on behalf of the Clerk of the Circuit Court. Page 4 of 9
c. Request from Fiscal Management to accept the Wireless E-911 PSAP Education Program Grant for the Communications Center and authorize a supplemental appropriation in the amount of $2,000.00 to the Communications Center Grants for FY2011-2012 d. Request from Fiscal Management to authorize a supplemental appropriation in the amount of $363,876.00 to the major category of Instruction in the FY 2011-2012 School Operating Budget on behalf of the School Board Supervisor Lowry made a motion to approve the consent agenda Voting yes: Mr. Lowry, Mr. Neudorfer, Mr. Wheeler, Mr. Arrington, Mr. Sharp and Mrs. (4) APPROVAL OF MINUTES Supervisor Neudorfer made a motion to approve the minutes of September 14, 2011 Voting yes: Mr. Neudorfer, Mr. Wheeler, Mr. Arrington, Mr. Sharp, Mr. Lowry and Mrs. (5) PUBLIC HEARINGS / PUBLIC APPEARANCES (5a) Mr. Brad Robinson, Planner outlined the request for consideration of a Zoning Ordiance Text Amendment to Section 30-67; PD-1 Planned Development District. Mrs. Guzi noted that these amendments do not involve any changes on the maps or any redistricting, it is simply adding text to allow a developer to take advantage of incentives to create a UDA, and gives them the opportunity to do this. Mrs. then opened the public hearing. There being no further citizens wishing to speak on the matter, as Mrs. Lynch spoke earlier, the public hearing was closed. The matter was then opened up for Board comments and consideration. Mr. Sharp questioned why a developer would be interested in pursuing this designation, when it is so restrictive. Mrs. Guzi noted that this was the option of the developer. Mr. Sharp stated that he feels this zoning is very restrictive. Mr. Lowry asked about the time restriction that was involved. Mrs. Guzi deferred to Mrs. Zirkle to answer Mr. Lowry. Mrs. Zirkle noted that the County was given an extension on the grant deadline to December 15, 2011 to keep the $50,000 in grant for services. Mr. Arrington said that he feels it is too restrictive. Mrs. Guzi stated that if Page 5 of 9
the Board wanted to remove certain items from the Ordinance, it is their prerogative. Mr. Sharp objects to Section H #2. Carl Boggess expressed concern with removing that item. There was a consensus that the sentence on Christmas lighting be removed. Mrs. suggested that this be delayed until the December 13 th meeting. There was a consensus that this item be delayed until the 13 th meeting. Mr. Novak of the Ransom Planning Group in Charlotteville, Virginia, who was part of the consultant team, provided further input on UDA s and answered some of the concerns regarding UDA s. (6) ACTION ITEMS (6a) Mr. Andre McDaniel, Chief Financial Officer for Central Virginia Community Services, outlined the request for the Board to approve a resolution authorizing CVCS to borrow funds and incur debt as necessary to support their operations up to a maximum of $7,000,000.. He noted that Bedford County would in no way be obligated for repayment of these funds. Mr. Sharp questioned if these monies would be used to build future residential homes for the individuals currently served by CVCS. Mr. Arrington asked if CVCS was planning on incurring more debt. Mr. McDaniel said no long term debt is planned. Mr. Neudorfer questioned Mr. McDaniel to insure that the County will not be response in the case of default on CVCS part. Mr. McDaniel confirmed that the County would not be responsible. Supervisor Lowry made a motion to approve Resolution# R1011-143R WHEREAS, Central Virginia Community Services Board is a governmental entity of the Commonwealth of Virginia created pursuant to provisions of Chapter 5 of Title 37.2 of the Code of Virginia pursuant to a joint agreement between the Counties of Amherst, Appomattox, Bedford and Campbell, and the Cities of Bedford and Lynchburg (the Member Jurisdictions ), in order to provide those jurisdictions with mental health, intellectual disability, and substance abuse services; and, WHEREAS, Section 37.2-504.A.11. of the Code of Virginia, 1950, as amended, provides that Community Services Boards shall apply for and accept loans as authorized by the governing body of each city or county that established it ; and, WHEREAS, it is often inconvenient if not logistically impossible to obtain such authorization from each and every Member Jurisdiction when immediate borrowing needs arise for Central Virginia Community Services; and, WHEREAS, it is necessary and prudent to adopt a general borrowing resolution to ensure that the operating expenses and capital needs of Central Virginia Community Services are met in a timely fashion. Page 6 of 9
NOW THEREFORE IT BE RESOLVED, that Central Virginia Community Services Board is hereby authorized by Bedford County to borrow funds in amounts determined necessary by Central Virginia Community Services Board and to incur debt obligations from time to time with lending institutions or lenders on such terms on such terms and conditions as the Central Virginia Community Services Board shall from time to time determine; provided, however, that at no time shall all such borrowings and incurred debt under this resolution exceed collectively the principal sum of $ 7,000,000.00 (Seven Million Dollars). BE IT FURTHER RESOLVED, that this is an authorizing resolution only in accordance with the provisions of Section 37.2-504.11 of the Code of Virginia and shall not be construed to impose any liability or obligation upon Bedford County or that said County pledges its faith and credit, or to levy any taxes for the payment of the principal of or premium, if any, and interest on any obligations for borrowed funds of Central Virginia Community Services. BE IT FURTHER RESOLVED, that this resolution shall become effective upon adoption by all of the Member Jurisdictions, namely, the Counties of Amherst, Appomattox, Bedford and Campbell, and the Cities of Bedford and Lynchburg, and shall remain in full force and effect until any of said Member Jurisdictions shall by further duly adopted resolution, withdraw its authorization to this borrowing resolution, but such withdrawal of authorization shall be prospective only, and shall not disturb or effect any obligations incurred in accordance with the resolution prior to the date of adoption of such resolution. This resolution may be executed in counterparts by the Member Jurisdictions and such counterparts shall collectively constitute authorization for Central Virginia Community Services to apply for and accept loans not exceeding, collectively at any one time under this authorization, the principal sum of $ 7,000,000.00 (Seven Million Dollars) in accordance with the provisions of Section 37.2-504.11 of the Code of Virginia, 1950, as amended. Voting yes: Voting no: Absent: Motion Failed --------------------- Mr. Lowry, Mr. Neudorfer and Mrs. Mr. Sharp, Mr. Arrington and Mr. Wheeler Mr. Cheek (6b) Mr. Sheldon Cash, Director of Public Works, outlined the request to transfer funds from contingency funds for the demolition of buildings at the former Moneta Adult Detention Center This property will soon be transferred from the Blue Ridge Regional Jail Authority back to the County. Mr. Cash outlined the various costs involved with the demolition. The estimated cost for this demolition is $50,000. Mr. Arrington questioned the asbestos removal line item in the estimate. Mr. Cash said that he was fairly confident in the estimate, however, there is a 15% project contingency built into the estimate. Supervisor Wheeler made a motion to approve Resolution #R1111-150 WHEREAS, the Blue Ridge Regional Jail Authority s (BRRJA) Moneta Adult Detention Center is now permanently closed, and WHEREAS, the ownership of the property will soon revert to Bedford County, and WHEREAS, numerous buildings exist on the property which must be demolished to minimize future liability to the County, and WHEREAS, the BRRJA has procured a demolition contractor for the buildings on behalf of the County, and Page 7 of 9
WHEREAS, the demolition project (excluding tipping fees) has an estimated total project cost of $50,000, and now THEREFORE, BE IT RESOLVED, that the Bedford County Board of Supervisors hereby authorizes the County Administrator, subject to review and approval by the County Attorney, to execute any necessary documents to demolish the former Moneta Adult Detention Center and transfer from the contingency fund the amount, up to $50,000, to fund the project. Voting yes: Mr. Wheeler, Mr. Arrington, Mr. Lowry, Mr. Sharp, Mr. Neudorfer and Mrs. --------------------- (6c) Mrs. Kathleen D. Guzi, County Administrator, outlined the request received for support of the TLAC Legislative Program. Mr. Neudorfer provided further information on TLAC s activities. Supervisor Neudorfer made a motion to support the TLAC legislative agenda. Voting yes: Mr. Neudorfer, Mr. Wheeler, Mr. Arrington, Mr. Lowry, Mr. Sharp and Mrs. (7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND RECOMMENDATIONS (7a) The Board was given a copy of the Social Services Board minutes and Summary Report from Department of Social Services dated September 15, 2011 --------------------- Mrs. provided the Board with an update on the VACo conference that she recently attended. Mr. noted that she would like to see a policy that funding is not provided for programs if they are not mandated. Mr. Arrington supports Mrs. policy recommendation. Mr. Sharp is somewhat in agreement. Mr. Lowry does not have an opinion, he is leaving it up to his predecessor. Mr. Neudorfer stated that these need to be looked at on a case by case basis. Mr. Wheeler also is passing on to his predecessor. Mr. Neudorfer noted that he had received a petition from citizens using Deer Trail in Huddleston, which is the entry way to Mariner s Landing off of Highway 626. They would like to increase the speed limit from 25 mph to 35 mph. He would like staff to contact VDOT, if there is a consensus from the Board. Mrs. is not in agreement with spending any money to do a speed study. Page 8 of 9
(8) APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES None (9) COUNTY ATTORNEY REPORTS, REQUESTS AND RECOMMENDATION Nothing to report. (10) COUNTY ADMINISTRATOR S REPORTS, REQUESTS AND RECOMMENDATIONS (10a) The Board was given a copy of the Bedford County Economic Development Authority minutes of September 1, 2011 (10b) The Board was given a copy of the Bedford Communications Reports for the month of August 2011 (10c) The Board was given a copy of the Bedford Communications Reports for the month of September 2011 (10d) The Board was given a copy of the Bedford Public Library System Board of Trustees minutes of October 4, 2011 --------------------- Mrs. Guzi reviewed the Composite Index and noted it increased. She noted that when additional information is obtained it will be passed on to the Board. (11) PENDING MATTERS None Supervisor Lowry made the motion to adjourn Voting yes: Mr. Lowry, Mr. Neudorfer, Mr. Wheeler, Mr. Arrington, Mr. Sharp and Mrs.. Chairman adjourned the meeting at 9:01 P.M. Page 9 of 9