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OCTOBER 10, 2007
6:00 P.M.



Board Present: Willie L. Gentry, Jr., Willie L. Harper, Richard A. Havasy, Allen B. Jennings, *Eric F. Purcell and Jack T. Wright

*Eric F. Purcell left at 7:05 p.m.
Absent: Fitzgerald A. Barnes
Others Present: C. Lee Lintecum, County Administrator; Ernie McLeod, Deputy County Administrator; Patrick Morgan, County Attorney; Kevin Linhares, Director of Facilities Management; Amanda Lloyd, Office Manager; April Jacobs, Deputy Clerk; and Zuwana Morgan, Records Clerk

CALL TO ORDER

Chairman Wright called the October 10, 2007 meeting of the Louisa County Board of Supervisors to order at 6:00 p.m.  Mr. Havasy led the invocation, followed by the Pledge of Allegiance.

Ms. Horne stated she was speaking on behalf of the School Board and thanked the Board for allowing her to come before them.  Ms. Horne said the School Board had been diligently interviewing firms who they felt could build the Moss-Nuckols Elementary School.  Ms. Horne indicated that the School Board had looked at ten different firms and have narrowed it down.  Ms. Horne said the range in price was great, along with the quality, size, educational opportunities and future savings in each of the buildings.  Ms. Horne said the School Board had discovered that you can pay a little more now and save in the future or pay less now and more in the future.  

Ms. Horne said the School Board would like to turn the road project over to the Board of Supervisors, who can, in turn, use revenue sharing to reduce the cost of the project.  Ms. Horne said whenever the School Board discusses a number from this point forward, it doesnt include any money for the road project.  Ms. Horne said if the Board did not want to take responsibility of the road, the School Board would add it to their price, but it was not in the number that they would give tonight.  

Ms. Horne indicated that she wasnt asking for an answer on the price tonight; however, she would appear at the October 15, 2007 Board meeting to ask that the Board decide on one number and make a motion to give the School Board the price they were willing to pay for the Moss-Nuckols Elementary School.  Ms. Horne added the School Board could then begin talks with their first firm.  Ms. Horne stated the School Board must have in place, by November 1, 2007, a contract with the firm to build the School or it would not be completed by June 2009.  Ms. Horne added the School Board was on an extremely tight time frame with this project and with any delays, the Elementary School would not be opening in fall 2009.

Ms. Horne said the School Board had looked at many different designs and they all were supposed to fit on the work already accomplished at the site with minimal problems.  Ms. Horne stated on the advice of their attorney, they now had to go into closed session to give the Board the information, as they were under the procurement phase of contractual services.    
   

CLOSED SESSION

On motion of Mr. Gentry, seconded by Mr. Jennings, which carried by a vote of 6-0, the Board voted to enter Closed Session at 6:06 p.m. for the purpose of discussing the following:  

1.        In accordance with §2.23711 (a) (6) of the Code of Virginia, 1950 as amended, for the purpose of discussion or consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially, the financial interest of the governmental unit would be adversely affected.

REGULAR SESSION

On motion of Mr. Purcell, seconded by Mr. Havasy, which carried by a vote of 6-0, the Board voted to return to Regular Session at 6:40 p.m.

RESOLUTION - CERTIFICATION OF CLOSED SESSION

On motion of Mr. Havasy, seconded by Mr. Jennings, which carried by a vote of 6-0, the Board voted to adopt the following resolution:

WHEREAS, the Louisa County Board of Supervisors has convened a Closed Meeting this 10th day of October 2007, 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 10th day of October 2007, 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.

Overview of revenue and expenditures for FY 09

Mr. McLeod indicated that he thought FY 09 was going to be a difficult year for a lot of different reasons.  Mr. McLeod said one reason being was because of real estate values in the County and the States issues with revenues as well.  Mr. McLeod explained his estimate of the FY 09 revenue.  Mr. McLeod indicated that the assessment has not yet been completed, but the anticipation was that the real estate values would decrease 3.5 percent.  Mr. McLeod said if the collection rate was increased to 94 percent; new construction of 90 million was added; and additional funds for delinquent taxes were included, real estate could be up $1 million.  Mr. McLeod indicated that public services would be tied to the sales ratio for the homes that were sold from November to February and he estimated that the percentage would be down.  Mr. McLeod said overall, he estimated that the County could be up $500,000.  
Mr. McLeod said new citizens and higher priced vehicles were estimated for personal property.  Mr. McLeod added in FY 07, there was an increase of $1 million over budget for personal property.  Mr. McLeod stated that interest rates were higher and in FY 07, there was an increase of $1 million over budget; however, it appeared like the rates could be falling some because of the sub-prime housing issues and the financial markets, which would hurt that number.    

Mr. Wright said the Finance Department worked with the Treasurers Office on the investment of monies and questioned if that was for this fiscal year or the prior fiscal year.  Mr. McLeod said the Treasurer used a committee to review the current bank and go out for bid for banking services.  Mr. McLeod said the committee recommended to the Treasurer to use Bank of America over the incumbent, but he didnt think the Treasurer had changed her current investment strategy.  Mr. Wright said he thought the earnings of interest were higher.  Mr. McLeod said the interest rates have gone from one to five percent.  Mr. Wright questioned when they were changed.  Mr. McLeod said there wasnt a change, the County received more interest because they had more money in the account and the interest rates for the Local Government Investment Pool (LGIP) were higher.    

Mr. McLeod said for the FY 09 Louisa County Schools revenue, the State should do their re-benchmarking for the SOLs.  Mr. McLeod said there were questions if the Commonwealths revenue would be large enough to be able to do the re-benchmarking and if the Governor would cut the Schools revenue, which, at this point in time, he wasnt going to.

Mr. McLeod said the following were operational issues for the FY 09 budget for the Louisa County Schools:

      ·        This is the third of four years for the teacher salary scale
·        Enrollment was up 120 over expected students, mostly at Thomas Jefferson Elementary
·        If enrollment continued in that manner, new teachers would be needed due to growth
·        Three to four new modular classrooms were needed
·        The aging fleet was running and currently safe, but they had a lot of miles
·        Increases in gas and diesel
·        Health insurance and VRS benefits

Mr. Purcell said even though nine tenths of the information would be unknown at this point, he thought the Board should be able to make some generalized assumptions.  Mr. Purcell said the State was having a hard time, so any new wish lists, whether at the County or School level, would have to be bare minimum and that mandate would have to be issued from the Board level before the budget process began.  Mr. Purcell said as far as the Schools were concerned, in the four years that he had been on the Board, extra money had been received at the end of each year.  Mr. McLeod said that money was from Federal or State programs.  Mr. Purcell said he knew that the exact number couldnt be estimated, but questioned, historically, if there was any way to look at data over the course of a ten-year period to determine a range of money that would be received from the Federal or State.  Mr. McLeod said he thought it was all driven by numbers of students.  Mr. Halsey Green, Finance Director for the Schools, said part of the Federal money wasnt determined by the Federal Government until October.  Mr. Green indicated that the Schools try each year to determine how much money would be received from the State, but the with the “No Child Left Behind,” they end up qualifying for more than expected.  Mr. Wright stated that the Federal and State programs have no consistency from one year to the next.  

Mr. McLeod said the FY 09 operational issues for Emergency Services included the Fire Chief program, which would cost approximately $580,000 for the first year.  Mr. McLeod said at some point in time, the Board may discuss hiring additional medics for an extended schedule.  Mr. McLeod indicated that the State had discussed placing money in the VOLSAP program and if they did that, the Board could take another look at retention and recruitment for the volunteers to be able to match it.

Mr. McLeod said the Comprehensive Services Act (CSA) budget went up 10 percent for the current year.  Mr. McLeod added if it continued the way it was going, the County would not have enough money to pay for CSA and it would overrun again this year.

Mr. Wright said he had a meeting in Charlottesville on Friday, October 12, 2007 to discuss with the Mayor and Chairs Group the cost increases for CSA because counties could not continue to fund the program at the same level they had been.  Mr. Wright added that they had asked for an audit to justify the increases.  Mr. Wright said one of the problems was that, about five years ago, the State closed down a lot of the adult facilities, which have been empty and he was concerned about why those facilities couldnt be reopened for the CSA program.  Mr. Harper said recently, he read that they were expanding the number on those who would qualify for the program.  Mr. Harper said if the counties couldnt ban together, then it wasnt going to change.      


Mr. McLeod indicated that there was a lot of development at Zion Crossroads and the question was what effect would it have on the Community Development Department over the next few years.

Mr. McLeod said he was sure that the Sheriffs Department would be requesting two additional deputies for the FY 09 budget.  Mr. McLeod said the Department consistently goes over on overtime and auxiliary police and he thought they would try to increase on those two lines.  Mr. McLeod indicated that none of their operational funds have really increased over the last few years because that has been their offset of getting new employees.  Mr. McLeod said there had been grants coming in for the Sheriffs Department, such as the PSAP grant, where the County had to transfer money out of contingency budget to be able to match the grant; therefore, this year, the Sheriffs Department wanted to actually budget money for matching funds.

Mr. Wright questioned if the funds were transferable.  Mr. McLeod said no, the funds would only be for matching grants.  Mr. Harper said Mr. McLeod stated that the funds couldnt be moved and questioned how the Department covered their extra overtime every year.  Mr. McLeod said the money came from the general fund.  Mr. Harper said every month it stated in the resolution that the Board passed that the monies fall within the appropriated amounts.  Mr. Harper said the Board may want to think about passing a resolution instructing Mr. McLeod that no one was to exceed their allocated amounts of money without approval.  Mr. Havasy questioned if Mr. McLeod could give the Board a yearly figure on how much the Sheriffs Department went over their budget.  Mr. McLeod said yes.  Mr. McLeod indicated that he had been giving the Board a quarterly report and in that, the Board was able to see, by department, whether they went over or not.  Mr. Gentry questioned if those reports could be given to the Board monthly instead of quarterly.  Mr. McLeod said yes.        

Mr. Purcell left at 7:05 p.m.


Mr. McLeod said major capital projects for FY 09 included the following:

·        Moss-Nuckols Elementary School
   o        
Scheduled to open fall 2009

·        Replace Thomas Jefferson Elementary School old estimate was $16 million
   o        
Currently scheduled to finish FY 10

·        High School $72 million
   o        
Currently scheduled to finish FY 12

·        James River Water Project
   o        
Four year old estimate $15 million each

·        Regional Wastewater Treatment Plant Expansion
   o        
$4.5 million each

·        Zions Wastewater Treatment Plant Expansion
   o        
$7.8 million

·        Engineering is in progress for the waste water plans
   o        
A schedule is required to determine how to finance the projects

Mr. McLeod said the following are FY 09 major capital projects for Emergency Services:

      ·        Repeater for east end tower
·        Move repeater in Zion Crossroads
·        Second channel for Sheriffs Department
·        Third ambulance
·        Start funds for replacement of existing ambulances

Mr. McLeod said major capital projects for Parks and Recreation included:

      ·        Fields and Playground equipment for Moss-Nuckols Elementary School
·        New park in Zion Crossroads and a “Rails to Trails”
·        Phase 2 of the Aquatic Center

Mr. McLeod said major capital projects for Facilities Management included the following:

      ·        Animal Shelter Scheduled to be completed in FY 10
·        Public Safety Building Scheduled to be completed in FY 12
·        Refuse Site in the Mountain Road District Scheduled to be completed in FY 09

Mr. McLeod stated under debt services was the $4 million for the Moss-Nuckols Elementary School where the payments would start on July 15, 2008.  Mr. McLeod indicated that at some point in time, the Board would have to decide on how much money to get out of the VPSA in spring 2008.  

Mr. McLeod stated a schedule was needed for the Regional Wastewater Treatment expansion and the Zion Crossroads Wastewater Plant expansion in order to determine how to finance the projects.  

Boards guidance for preparing budget memos to Department Heads

Mr. McLeod indicated that he was requesting guidance from the Board of Supervisors for preparing budget memos to the department heads and the agencies.  Mr. Harper said with the exception of medics and firefighters, he thought one message that should be sent was that there should be no new positions for this year.  Mr. Harper added he thought current positions should be stabilized before new positions were added.  After discussion, it was consensus of the Board to give limitations for the FY 09 budget to Mr. McLeod at the meeting on October 15, 2007.      

Mr. McLeod said if the Board wanted to schedule another budget work session, it could be held at the Intergenerational Center on January 17, 2008 at 1:00 p.m.  The Board agreed to hold a budget work session on January 17, 2008 at the Intergenerational Center at 1:00 p.m. with lunch at noon.  

CLOSED SESSION

On motion of Mr. Gentry, seconded by Mr. Jennings, which carried by a vote of 5-0, the Board voted to enter Closed Session at 7:28 p.m. for the purpose of discussing the following:  

1.        In accordance with §2.23711 (a) (6) of the Code of Virginia, 1950 as amended, for the purpose of discussion or consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially, the financial interest of the governmental unit would be adversely affected.

REGULAR SESSION

On motion of Mr. Harper, seconded by Mr. Jennings, with Mr. Havasy being absent, which carried by a vote of 4-0, the Board voted to return to Regular Session at 8:18 p.m.

RESOLUTION - CERTIFICATION OF CLOSED SESSION

On motion of Mr. Gentry, seconded by Mr. Jennings, which carried by a vote of 5-0, the Board voted to adopt the following resolution:

WHEREAS
, the Louisa County Board of Supervisors has convened a Closed Meeting this 10th day of October 2007, 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 10th day of October 2007, 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 motion of Mr. Gentry, seconded by Mr. Havasy, which carried by a vote of 5-0, the Board voted to adjourn the October 10, 2007 meeting at 8:21 p.m.



BY ORDER OF


________________________________
JACKSON T. WRIGHT, CHAIRMAN
LOUISA COUNTY BOARD OF SUPERVISORS
LOUISA COUNTY, LOUISA, VIRGINIA