AT THE REGULAR MEETING OF THE RAPPAHANNOCK COUNTY BOARD OF SUPERVISORS HELD ON THE 2nd DAY OF APRIL, TWO THOUSAND AND TWELVE AT TWO O’CLOCK P.M. AT THE COURTHOUSE IN WASHINGTON, VIRGINIA
Roger A Welch, Chairman
S. Bryant Lee, Vice Chairman
Ronald L. Frazier
I. Christopher Parrish
Michael J. Biniek
John McCarthy, Co. Adm.
Peter H. Luke, Co. Atty.
Margaret R. Ralph, Clerk
Chairman Welch called the meeting to order.
The Pledge of Allegiance was recited, followed by a moment of silence.
MINUTES: On motion of Mr. Lee, seconded by Mr. Parrish, the Board unanimously approved the minutes of the March 5, 2012 Board meeting and the minutes of the Joint Meeting of the Board of Supervisors and the School Board held on March 20, 2012.
REVISED AGENDA: There were three items added to the Agenda:
1. Under New Business – a request for a supplemental appropriation
2. Under Information – the addition of the Draft Budget Information
3. Under Information –Battle Run Bridge Replacement Notice
On motion of Mr. Frazier, seconded by Mr. Biniek, the revised agenda was unanimously approved by the Board.
ABOUT OUR SCHOOLS: Mr. Welch introduced Dr. Boone.
Dr. Boone reported on the following:
--The Schools and the School Board Office are closed for spring break
--Spring sports will begin after the break
--A long term Capital Improvement Plan is now under discussion. Hopefully, the plan will be completed by next month’s meeting
--The Elementary School Playground will be dedicated on April 10, at 2PM. Everyone is invited.
--The regular School Board Meeting will be held on April 10
--Parent-Teacher conferences are being scheduled. An issue arose when meetings need to be scheduled for several children. Everyone is working on a solution.
--There will be several teaching positions available for next year. A very aggressive interviewing process is now going on.
Mr. Lee asked about the available positions and the effect on remaining teachers as far as salary, benefits and overlapping of positions. Dr. Boone explained the process.
Mr. Parrish asked if there would be another after-school program next year. A new program is now being developed.
Mr. Welch asked if there was any news from Richmond on the budget situation. Dr. Boone said no but that what he is hearing seems positive.
PUBLIC COMMENT: Chairman Welch opened the Meeting to Public Comment.
Mike Cioffi, Stonewall-Hawthorne District, commented on the many debates on the School Budget. He added that most residents are not complaining about tax increases when it is to benefit the schools. He offered a suggestion: attach to each tax bill a statement allowing individuals to give additional amounts of money that would be designated to a specific purpose. 500 residents giving $1,000 would net the county $500,000.00. He gave the Board members an example of the proposed statement.
Brad Schneider, Hampton District, revisited the issue of window replacement at the schools. Since the last meeting there has been lots of discussion, but no communications from the architect on pricing differences between wood-clad windows and aluminum windows. He offered a proposal from Pella on the use of wood-clad windows and asked the Board to consider it.
Mr. Parrish asked if these windows open? The answer was yes.
Jeff Knight, Hampton District, commented on an article written on Forbes.com titled “Best and Worst School Districts for the Buck”. He read a part of the article. He continued – everyone in the County wants to improve schools, but he is not sure that more money is the way to do it.
There were no further comments and Mr. Welch declared the Public Comment closed.
There were no comments from the Board members.
High School HVAC and Window Replacement Project Award: Mr. Frazier referred to a memo from Heywood Boyd Architects P.C. that summarizes the Window Recommendations. He agreed with Mr. Schneider about the use of wood-clad windows and about the lack of communications from the architects. He stressed the importance of UV ratings and referred to the Albemarle project. He also recommended an additional three weeks to allow for more discussion and other bids.
Mr. McCarthy commented on the differences between the Albemarle project and the Rappahannock project. We have three separate moving parts, HVAC, Windows, and Asbestos. Each is somewhat interdependent. Splitting up the installation by separate contracts would be difficult. Without a general contractor we would not have as much control of the repairs.
Mr. McCarthy thanked Mr. Schneider, but disagreed about the lack of communication from our architect. If it is decided to have three separate contracts, he suggested that the project wait until next summer to avoid any variables that could arise.
Mr. Luke explained that all the bids received were rejected at the last meeting and the low bidder could still accept the Bid but is under no obligation to do so. He cautioned that if the Board waits too long, the possibility of non-acceptance could occur.
A discussion followed. Mr. Frazier said that the Board doesn’t have enough information. Mr. Welch commented on the mild winter and the rising costs of materials and products. Mr. Parrish believes that this project should be completed this year. Mr. Lee hopes that we can get these repairs accomplished in a timely manner. Mr. Biniek noted that costs are an issue and prices are not going down and the low bid should be accepted.
Mr. Luke gave a brief explanation on emergency procurement. Mr. McCarthy presented a Resolution and Notice of Sole Source and Emergency Procurement (§2.2-4303)
Mr. Parrish moved to accept the Resolution and Notice of Sole Source and Emergency Procurement. Mr. Lee seconded the motion. After further discussion, the Board voted as follows: Mr. Frazier – Nay, Mr. Lee – Aye, Mr. Biniek – Aye, Mr. Parrish – Aye, Mr. Welch – Aye. The motion carried.
Community Action Program Update: Mr. McCarthy recapped the information given to the Board at the January, 2012 meeting. He offered a resolution naming People’s Inc as the designated community action agency for Rappahannock County for the Board’s consideration.
Bette Mahoney spoke in favor of working with People’s Inc. She feels that although the Rappahannock Food Pantry will not become a part of this organization, People’s Inc. will be a great asset for Rappahannock and will work to obtain grant money for the county.
On motion of Mr. Lee, seconded by Mr. Biniek, the Board voted unanimously to approve the Resolution to Authorize the County Administrator to Advise the Department of Social Services that Rappahannock County Desires to Work with People, Inc. as the Designated Community Action Agency for Rappahannock County.
New Polling Place – Stonewall-Hawthorne District: As discussed at the March meeting, there is a need to relocate the polling place for the Stonewall-Hawthorne District. Mr. McCarthy referred to a map of the district with the locations of the Scrabble School and the Castleton Fire Department highlighted.
There was a brief discussion. On motion of Mr. Biniek, seconded by Mr. Frazier, the Board voted on The Ordinance Amending §15-3 of the Rappahannock County Code Relocating the Polling Place for the Stonewall-Hawthorne Election District to the Castleton Community Volunteer Firehouse. The roll-call vote was recorded as follows:
Mr. Welch Aye
Mr. Lee Aye
Mr. Frazier Aye
Mr. Parrish Aye
Mr. Biniek Aye
Meals and Lodging Revenue Collection and Reporting: This item was continued from the March meeting. Mr. McCarthy was directed to solicit comments from members for the Tourism Advisory Committee concerning a change in the meals and lodging revenue collection and reporting procedure. The eight responses received all indicated that there were no problems with the current procedure. The process will remain the same.
VRA Financing for Regional Jail Project: Mr. McCarthy gave a brief explanation on the series of resolutions included in the Board’s Packet. One will be voted on at this meeting: Approval of the Execution and Delivery of a Support Agreement or Agreements with the RSW Regional Jail Authority for the Issuance by Such Authority of its Jail Facility Revenue Bond and Jail Facility Grant Revenue Anticipation Notes. (Resolution filed with the Minutes)
Mr. Luke offered some further information noting that this procedure is complicated. He mentioned the comprehensive presentation given by Mr. Cole at the February meeting and added that these resolutions will provide the final financing for the jail project: a 33 million dollar grant anticipation note from the state and a 65 million dollar bond from the VRA. He gave some further explanation of the Support Agreement between the member counties, the Commonwealth of Virginia and the VRA.
On motion of Mr. Welch, seconded by Mr. Lee, the Board voted to accept the Resolution. The roll-call vote was recorded as follows:
Mr. Welch Aye
Mr. Lee Aye
Mr. Frazier Aye
Mr. Parrish Aye
Mr. Biniek Aye
Work Session – 6 year Secondary Road Plan: David Cubbage and Greg Banks presented an explanation of the VDOT Secondary Six Year Plan for Rappahannock County. The Full report was included in the Board’s Packet. Mr. Banks covered the following items: Projected Allocations, Six Year Plan Facts, Terms in the Plan, Existing Six Year Plan, Secondary Traffic Courts, Unpaved Roads in Rappahannock County, Unpaved Roads with 50 VPD or Greater, Federally Qualifying Secondary Roads, Projects to Consider at Future Updates as Funding Allows, Unpaved Road Improvement Options, Code of Virginia §33.1-70-01 – Six Year Plan/Budget Process, Requests for improvement Petition, VDOT Contact Information, and a new General Highway Map of Rappahannock showing the Projects Prioritized by Number.
A discussion followed. Mr. Frazier asked about current maintenance. Mr. Cubbage commented that there is no connection between maintenance and the 6-year plan.
Mr. Biniek commented about the traffic on Rt. 707 between Rt. 601 and Rt. 231 and asked that a traffic count be conducted. He also asked about dust created by this traffic. Mr. Cubbage provided Mr. Biniek with the VDOT Call Center phone number so that he or other residents can call and request a traffic count and a dust treatment application.
Mr. Biniek inquired about bicycle paths/lanes. Mr. Cubbage explained that this issue is always considered when road projects are planned. Safety is a main concern.
Mr. McCarthy will advertise for a Public Hearing on the 6-year secondary road plan to be held on May 7, 2012 at 7PM at the Court House.
Mr. Welch commented on an issue of traffic and parking at The Griffin Tavern in Flint Hill. He has received a request to convert some of the non-parking areas to Motorcycle parking only. Mr. Cubbage said that this could not be done because of the safety hazards due to site distance and because of enforcement of parking regulations.
There was a brief discussion on the Bridge closure on Richmond Road.
County Employee Health Insurance Renewal: Mr. McCarthy reported that there has been a 2.3% reduction in the individual insurance premium and recommended that the Board renew the current policy. Mr. McCarthy also recommended that there be some investigation to combine the County Health Insurance and the School Board policy to obtain better rates. By consensus, the Board agreed.
HB1248/SB639: These bills would shift the responsibility for any new secondary road repair to the individual county.
HB1065/SB407: Effective July 1, 2012 bonding costs in Storm Water Management projects will be the responsibility of the counties. This is another mandate that is not funded by the State.
Supplemental Appropriation: The County has received a $7000.00 grant. On motion of Mr. Parrish, seconded by Mr. Biniek, the Board voted unanimously to apply this grant to 3402-7002
There was a letter from S. Heather Phillips, EMS Program Representative Supervisor, Virginia Department of Health – Office of EMS commending the efficient and exceptional performance of the Volunteers of the Rappahannock County’s Fire & Rescue Companies at the recent plane crash on Jericho Road, north of Flint Hill on March 3, 2012. The letter names each company and each member who answered the call. This letter is filed with the minutes of the meeting.
The Board received a letter from Ken Thompson. Mr. Thompson asked and answered questions concerning teacher raises, health insurance and retirement contributions. This letter is filed with the minutes of the meeting.
INFORMATION: March Building Permit Report
Elementary School Playground Dedication at 2:00 PM April 10
Reminder of Budget Public Hearing on Monday, April 30, at 7:00PM
at the High School Auditorium
Battle Run Bridge Replacement Notice
FY 2013 Draft County Budget
On motion of Mr. Biniek, seconded by Mr. Lee, the Accounts were approved as presented.
EXECUTIVE SESSION: NONE
On motion of Mr. Lee, seconded by Mr. Parrish, the Board voted unanimously to adjourn.