Louisa County Seal, click for homepage Louisa County Seal, click for homepage
Contact    Sitemap    Search    

Menu
[an error occurred while processing this directive]
OCTOBER 19, 2009
5:00 P.M.

Board Members Present: Fitzgerald A. Barnes, Dan W. Byers, Willie L. Gentry, Jr., Willie L. Harper, Richard A. Havasy, P.T. Spencer, Jr. and Jack T. Wright

* Mr. Barnes left the meeting at 6:28 p.m.
Others Present: Dale Mullen, County Administrator; Ernie McLeod, Deputy County Administrator; Greg Hoffman, County Attorney; Jeremy Camp, Director of Community Development; Kevin Linhares, Director of General Services; Bob Hardy, Director of Information Technology; Robert Dubé, Fire Chief; Jane Shelhorse, Director of Parks and Recreation; Amanda Reidelbach, Office Manager, Administration; Alyson Simpson, Deputy Clerk, Administration and Kimberly Smith, Records Clerk, Administration

CALL TO ORDER

Chairman Harper called the October 19, 2009 regular meeting of the Louisa County Board of Supervisors to order at 5:00 p.m.  Mr. Barnes led the invocation, followed by the Pledge of Allegiance.

ADOPTION OF THE AGENDA

Mr. Harper said the financing of the James River Water Authority (Item 6 under Old Business) would be removed from the agenda.  Mr. Harper said the James River Water Authority Inter-jurisdictional Agreement (Item 7 under Old Business) would be removed from the agenda.  Mr. Harper said the resolution accepting the Local Law Enforcement Mini Block Grant and a supplemental appropriation to the Sheriffs Office (Item B under Consent Agenda) would be removed from the agenda.

Mr. Harper added a resolution authorizing the Louisa County Public Schools to proceed with the security installation at Trevilians Elementary School Capital Improvement Project to Old Business.  Mr. Harper added a resolution authorizing the Louisa County Public Schools to proceed with the computers and technology Capital Improvement Project to Old Business.  Mr. Harper added a resolution authorizing the Louisa County Public Schools to proceed with the network infrastructure Capital Improvement Project to Old Business.

The Board agreed to add a resolution for a supplemental appropriation to the Louisa County Public Schools for the electrical upgrades for technology to Old Business.  The Board agreed to add a resolution for a supplemental appropriation for Operating and Maintenance Funds for FY 2009-2010 to Old Business.

Mr. Spencer asked to add a discussion regarding an old milk road in the Thalia Shores Subdivision.  Mr. Harper said it would be added to New Business.
Mr. Barnes asked to add a re-affirmation of the Boards support for the Byrd Mill Road (Route 649) VDOT project.  Mr. Harper said it would be added to New Business.

Mr. Gentry asked to add a resolution recognizing Ms. Doris McCray for her service on the J. Sargeant Reynolds Community College Board.  Mr. Harper said it would be added to the Consent Agenda.

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the October 19, 2009 agenda was adopted as amended.

PRESENTATIONS

Presentation - Introduction of New Employee

Mr. Hoffman introduced Ms. Heather Amrhein, the candidate who was selected to fill the full-time Paralegal position in the County Attorneys office.  Mr. Hoffman said Ms. Amrhein had a BA in History from the University of Virginia and a minor in Astrophysics.  Mr. Hoffman said Ms. Amrhein also had a Law Degree from the Dickinson School of Law at Penn State University and graduated in May 2007.  Mr. Hoffman said Ms. Amrhein was admitted as a lawyer in the Washington DC Bar, but not in Virginia.  Mr. Hoffman said Ms. Amrhein was doing in-house counsel with IRS Systems, a computer IT business in which she was a Partner.  Mr. Hoffman said he was very pleased to have Ms. Amrhein join his office.

Mr. Harper presented Ms. Amrhein a Louisa County lapel pin and she was introduced to the Board members.

OLD BUSINESS

Discussion - Community Development 2010:  A Plan for Improving Service through Structured Systematic Change

Mr. Camp said this was intended to be an FYI for the Board, but to also allow for any additional input from the Board.  Mr. Camp said this document was a work plan for the rest of the year and into 2010 that would focus on improving customer service for the Community Development Department.  Mr. Camp said since he was a planner, he structured the plan to be like a comprehensive plan with defined goals and objectives.  Mr. Camp said the Department had already started working towards most of the goals.  Mr. Camp said at least once a year, the plan would be updated to help keep the Department moving forward.

Mr. Harper thanked Mr. Camp.  Mr. Harper said he felt it was great to have goals and to lay out a program.  Mr. Harper said he assumed this would be a living document and the Board would be able to offer feedback throughout the entire process.

Mr. Byers said one of the things he hoped to have was a pamphlet or document that could be handed out to customers to explain processes.  Mr. Byers said he felt that could go a long way with customer service.  Mr. Byers said there were documents about proffers and zoning that had been developed already.  Mr. Byers said he would like to see a document geared toward the average citizen.  Mr. Byers said the brochures would need to address areas that most people come and seek services for from Community Development.

Mr. Gentry thanked Mr. Camp and said this was a job well done.

Mr. Wright said he was happy to see the item with telephone answering being addressed.  Mr. Wright said that had been one of the areas of complaint for a while now.  Mr. Wright said it was now in writing and could be tracked.

Mr. Barnes said this was a great start and was a good working document.  Mr. Barnes said he would like to include the public as far as providing input.

Discussion - Information on an Expedited Review Process in Community Development Department

Mr. Camp said he was asked to review the expedited land review process.  Mr. Camp said §15.2-851 and §15.2-2263 of the Code of Virginia addressed the expedited review process.  Mr. Camp said that particular model, which was the only model laid out in the Code of Virginia, could only be used by the Urban County Executive form of government.  Mr. Camp said that did not mean there were not things that Louisa County could do to expedite the review process.

Mr. Gentry asked if there was a time limit set in which an application had to be processed.  Mr. Camp said fourteen (14) days.  Mr. Camp said it could be sooner than that, but when the Department was busy, they could still consistently achieve the fourteen (14) day time frame.

Mr. Harper said he knew some of the information was tracked, but he wondered how long an application sat in one place.  Mr. Harper said that was something that could be tracked as the program went along, but added that he had been concerned with how long an item could lay on one persons desk.  Mr. Harper said the Board still wanted to look into the possibility of having the review process expedited.  Mr. Harper said he felt everyone deserved to receive the fastest service they could get.

Mr. Barnes said
he was in a situation where he was trying to get a building permit and he was told the site plan review was going to take six (6) weeks for a small baseball concession stand.  Mr. Barnes said that was ridiculous.  Mr. Barnes said in certain situations, it made a difference having an expedited review time.

Mr. Byers said he appreciated the attentiveness that Mr. Camp gave to methodical processes.  Mr. Byers said that could help the County long-term and could set the tone for the Department.

Resolution - Authorizing Louisa County Public School to Proceed with the Security Installation at Trevilians Elementary School Capital Improvement Project

Mr. Barnes motioned for approval. Mr. Spencer seconded the motion.

Mr. Byers asked if this was going to have an impact on the door monitors.  Mr. Halsey Green, LCPS Finance Director, said no.  Mr. Green said all four of the other schools had the cameras and still used the door monitors.  Mr. Green said he was told by the insurance company that the cameras do not protect people, but protects the asset.  Mr. Green said it could help relieve the need for the door monitors.

Mr. Spencer said there were three bids for Trevilians Elementary School.  Mr. Spencer asked if the total for Trevilians was going to be $100,000.  Mr. Green said Trevilians had not been bid yet.  Mr. Green said $100,000 was appropriated by the Board, but the project had not been bid.  Mr. Spencer asked if the schools told the contractors to bid $100,000 for $7,000 or $5,000.  Mr. Green said no.  Mr. Green said the money amounts were not specified when the projects went out for bid.

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board adopted a resolution authorizing the Louisa County Public Schools to proceed with the Security Installation at Trevilians Elementary School Capital Improvement Project.

Resolution - Authorizing Louisa County Public School to Proceed with the Computers and Technology Capital Improvement Project

On the motion of Mr. Gentry, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board adopted a resolution authorizing the Louisa County Public Schools to proceed with the Computers and Technology Capital Improvement Project.

Resolution - Authorizing Louisa County Public School to Proceed with the Network Infrastructure Capital Improvement Project

On the motion of Mr. Barnes, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution authorizing the Louisa County Public Schools to proceed with the Network Infrastructure Capital Improvement Project.

Resolution - For a Supplemental Appropriation to Louisa County Public Schools for the Electrical Upgrades for Technology

Mr. Barnes motioned for approval.  Mr. Gentry seconded the motion.

Mr. Spencer said he thought the Board gave away millions and millions of dollars for this project at the last Board meeting.  Mr. Green said this one was for approximately $78,000 in outstanding Purchase Orders (POs) from last year.  Mr. Green said when he was doing the numbers for this project, he forgot to include the approximate $78,000 in outstanding POs.

        On the motion of Mr. Barnes, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution for a supplemental appropriation to the Louisa County Public Schools for the electrical upgrades for technology.

Resolution
- For a Supplemental Appropriation for Operating and Maintenance Funds for FY 2009-2010

Mr. Barnes motioned for approval.

Mr. McLeod said this was where POs were processed in FY 2009 and paid in the early part of FY 2010, but were not picked up to be re-appropriated.  Mr. McLeod said the process was changed where the reports would be processed early to prevent this from happening again.

Mr. Gentry seconded the motion.

        On the motion of Mr. Barnes, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution for a supplemental appropriation for Operating and Maintenance Funds for FY 2009-2010.

NEW BUSINESS

Discussion - Establishing a Policy for VDOT Speed Studies Requests

Mr. Havasy thanked Senator Ed Houck and Mr. Jamie Glass for the work they did in getting the bridge on Hamilton Road (Route 695) repaired so that fire, rescue and school buses could use that road again.  Mr. Havasy said he was not sure how it was accomplished or where the money came from for the repair, but said that he was thankful.

Mr. Gentry said the Board was presented with two methods to achieve a policy for the speed study requests and he suggested that the Board go with method two and have all requests forwarded directly to the Board and placed on the agenda for Board concurrence or denial rather than method one which would send all the requests to the Transportation Safety Commission.

Mr. Wright asked if that included public requests for speed studies as well as Board members who request speed studies.  Mr. Wright said the letter indicated it was for the public requests only.  Mr. Gentry said the other requests were already going to be involved with the Board.  Mr. Wright said that was not necessarily true because individual Board members could go directly to VDOT with a speed study request.

Mr. Byers asked what process was used by the surrounding county mentioned in his October 6, 2009 letter.  Mr. Glass said Fluvanna used their Transportation Safety Commission.  Mr. Glass said a recommendation from the Transportation Safety Commission would be forwarded to the Board for final approval.  Mr. Byers asked how often that Commission met.  Mr. Glass said every quarter.

Mr. Wright said he would prefer to see the requests come directly to the Board.   Mr. Wright said if one request was going to come to the Board, they should all come to the Board.  Mr. Wright said citizen requests should not be the only requests to follow the process.

Mr. Spencer said he had been asked by a citizen about putting a reduced speed limit sign on Bibb Store Road going out to the end of the new subdivision, which he had no problem with.  Mr. Spencer said he thought that was smart because there were a lot of houses with driveways back to back.  Mr. Spencer said his phone started ringing off the hook with people wanting to know why the reduced speed went all the way out to Judge Purcells house.

Mr. Spencer said another thing is there are developers who do not have enough site distance at 55 MPH or 45 MPH to develop property.  Mr. Spencer said he did not want the County to be in a position where there was a 25 MPH speed limit and a developer can build 500 or 600 houses because there would be enough site distance.

Mr. Spencer said Supervisors needed to know whenever there was a change going on in their district.  Mr. Spencer said a citizen called him the other day and wanted a speed check on Valentine Mill Road (Route 636) and when Mr. Spencer called VDOT, he was told that his request had to be in writing.

Mr. Harper said the way he read method 2 was that all requests for speed studies would come to the Board to be placed on the agenda.

On the motion of Mr. Spencer, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board voted to establish a policy for VDOT speed study requests using method two where all requests would be forwarded directly to the Board and placed on the agenda for Board concurrence or denial.

Resolution - Approving Addendum No. 3 Between Dewberry & Davis, Inc. and the County of Louisa for Professional Services Related the Upgrade of the Zion Crossroads Wastewater Treatment Plant

On the motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 5-2, with Messrs Byers and Gentry voting against, the Board adopted a resolution approving Addendum No. 3 between Dewberry & Davis, Inc. and the County of Louisa for professional services related to the upgrade of the Zion Crossroads Wastewater Treatment Plant.

Discussion - Supporting a Civil War Re-enactment in Louisa County

Ms. Shelhorse said she was looking to bring another event to Louisa County.  Ms. Shelhorse said this was in preparation for the 150th Anniversary of the Battle of Trevilians Station.  Ms. Shelhorse said she wanted to have a re-enactment every other year with the first one being in 2010 to establish the event and lead up to the main event to take place in 2014.  Ms. Shelhorse said she felt it would be more successful this way and would hopefully make this an event that would continue on past the 150th Anniversary.  Ms. Shelhorse said she thought most of the money could be covered and what was not paid for through the actual event would come out of the self-supporting program budget.

Mr. Gentry said this was looked at as a self-supporting program, but he asked about the staff time and energy that would have to go into the planning of the event.  Ms. Shelhorse said she thought this would be a good event for the County.  Ms. Shelhorse said there were seasonal employees who came on staff around this time each year.  Ms. Shelhorse said she hoped this would be the kind of event that would bring people to Louisa.  Ms. Shelhorse said she wanted it to be advertised State-wide and maybe even regionally since it was such a unique event.  Ms. Shelhorse said she was expecting support from other departments and she hoped this would soon become a Tourism event.  Ms. Shelhorse said that Parks and Recreation had the self-supporting budget and the workers and she felt that would be a great way to get the event started the first time.

Mr. Gentry said he had no question about the event itself.  Mr. Gentry said he was concerned with the workers and the workload of Parks and Recreation.  Mr. Gentry said he knew that Parks and Recreation was becoming involved in a lot more.  Mr. Gentry said this event seemed like a lot for Parks and Recreation to be taking on right now.

Mr. Wright asked what part Trevilians Station Battlefield Foundation would play in this event.  Mr. Wright said the Battlefield Foundation performed re-enactments and he would not want to see the County duplicate what the Battlefield Foundation was already doing.  Ms. Shelhorse said the Trevilians Station Battlefield Foundation had agreed to be the expertise in the partnership.  Ms. Shelhorse said the Battlefield Foundation had been to almost every meeting and that she had been working closely with Ms. Cathy Stiles.  Ms. Shelhorse said the Battlefield Foundation did not have enough manpower to get the event started and she felt this would be a great partnership.

Mr. Spencer said he was there for the last re-enactment held on Roundabout Road (Route 604) and every trooper and deputy from Louisa and Goochland County was there.  Mr. Spencer said that became a huge expense on the County.  Mr. Spencer said this was going to cost a lot of money as far as overtime.  Mr. Spencer said he supported these events, but just last Board meeting, there were Constitutional Officers who were going to lose staff because of State budget cuts.  Mr. Spencer said the County could not keep giving money away like that.  Mr. Spencer said he supported the event 100%, but could not support giving $5,000 in taxpayers money.

Ms. Shelhorse said it was decided that it would either be $5,000 coming back or would be supported by the self-supporting budget.  Ms. Shelhorse said that would not include overtime with deputies or staff time, but it would include expenditures of the event.

Mr. Spencer asked if the people would cover those expenses since they make a fortune selling tickets and souvenirs.  Ms. Shelhorse said she was expecting all those expenses to be covered through the sales.  Ms. Shelhorse said if it was not covered, the difference would come out of the self-supporting programs and not the taxpayers money.  Mr. Spencer asked where the self-supporting program money came from.  Ms. Shelhorse said it was money paid into the Parks and Recreation programs.

Mr. Spencer asked if the County was going to lose money.  Mr. Mullen said he could not guarantee that the County would not lose money the first time.  Mr. Mullen said the idea was to build the program to the main event in 2014 as part of the sesquicentennial.  Mr. Mullen said he did think that the program should be watched closely and the County should monitor everything being spent.  Mr. Mullen said public and private entities would have to be involved.  Mr. Spencer said the last re-enactment had about 2,000 people there and that was handled by the promoters of the show.  Mr. Spencer asked why the County was going to get involved.

Mr. Mullen said the County just needed some seed money to try to get the event done right on a smaller scale the first time.  Mr. Mullen said he would like to make the guarantee in the future that the program would be completely self-supporting.  Mr. Mullen said there would be a lot of unknowns with the first event.

Mr. Byers said he saw a direct relationship between this event and tourism.  Mr. Byers said other places put these re-enactments on every year and they have promoters or an organization that handles the show.  Mr. Byers asked Ms. Shelhorse if she had an opportunity to talk to some of those localities to see how they funded and handled the program.  Ms. Shelhorse said Ms. Carolyn McCray was doing some research.  Ms. Shelhorse said she wanted to see what kind of support she had and added that she would not move forward on an event of this magnitude without doing research into some of the larger re-enactment events.  Mr. Byers said he would like to see some of the information gathered from other jurisdictions on how they handled an event and how they worked with the other organizations before he moved forward.

Mr. Havasy said he recently had some relatives in to visit and one of the things they look forward to the most was stopping in the State of Virginia because of its rich Civil War history.  Mr. Havasy said that leads him to wonder what the County of Louisa wanted to offer.  Mr. Havasy said the 150th Anniversary of the Battles of the Civil War was going to be a big deal across the entire State.  Mr. Havasy said tourists would come not only to see the re-enactment in Louisa, but the re-enactments all over the State.  Mr. Havasy said he felt it would behoove the County to support this re-enactment and represent Louisa well.  Mr. Havasy said this re-enactment would take place directly off of Route 15 and the State and the County both make a lot of money out at Zion Crossroads.

Mr. Spencer asked if the County put any money into the re-enactment that was held at Bracketts Farm.  Mr. Havasy said he was not sure.  Mr. Barnes said no.

Mr. Barnes said he felt this was a great way to help tourism, but he did not think he could support financially contributing to this event without first knowing if the Chamber of Commerce or other entities would be a partner.  Mr. Barnes said that businesses could directly benefit from this and he would like to see the Chamber of Commerce become involved.  Mr. Barnes said he did not mind if County employees helped out from a logistics standpoint, but he could not support this event monetarily.

Mr. Gentry motioned to approve the resolution with a change made to the third “whereas” clause.  Mr. Havasy seconded the motion.

Mr. Spencer said the re-enactors do these events because they make money doing it.  Mr. Spencer said they did not need money from the County.  Mr. Spencer reminded the Board that the County had thrown away a lot of money on tourism this year and the County has departments who were getting ready to lose employees.

Mr. Harper asked Ms. Shelhorse who would be the promoter of the event.  Ms. Shelhorse said the County of Louisa.  Mr. Harper asked who was going to collect the money at the gates.  Ms. Shelhorse said the County would.

Mr. Mullen said no one had stepped forward as a private promoter.  Mr. Mullen said some people in the County, including himself, believed that this would truly be a great tourist event.  Mr. Mullen said if the re-enactment would take place, the County would have to do it by stepping up and making a start.  Mr. Mullen said there was nothing he would rather do more than turn the event over to a private company for promotion and allow that company to work hand in hand with the County.  Mr. Mullen said if that were to happen between now and 2010 when the first event was scheduled to take place, he would be happy to turn the administration of the event over to a private company with a strong profit motive.  Mr. Mullen said he wanted to see people come to Louisa, spend tourist dollars and live somewhere else.  Mr. Mullen said the 2010 event would be the Countys responsibility to make it a quality event and after that it was his goal to have the event taken over by a private company.

Mr. Spencer asked what the County knew about promoting this type of event and who the County knew to contact about bringing in people and souvenir stands.  Mr. Spencer asked who the County had that could take care of the responsibility.  Mr. Havasy said Ms. Cathy Stiles was available.  Mr. Spencer asked if Ms. Stiles was a County employee.  Mr. Havasy said no.  Mr. Spencer said he would not support this.

Mr. Byers said he thought this was excellent to support the heritage and history.  Mr. Byers said it would be prudent for the County to look into some other company to take care of this event.  Mr. Byers said the main focus when starting this event should be to have someone else take it over early on.

Mr. Gentry said he felt tourism was one of the Board of Supervisor objectives and he felt the County would get a lot more than $4,000 or $5,000.

Mr. Harper requested a roll call vote on Mr. Gentry's motion.

PRESENTVOTE
Willie L. Gentry, Jr. Yes
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. No
Jack T. Wright Yes
Fitzgerald A. Barnes No
Dan W. Byers No

On the motion of Mr. Gentry, seconded by Mr. Havasy, which carried by a vote of 4-3, with Messrs Barnes, Byers and Spencer voting against, the Board adopted a resolution supporting the County of Louisa hosting three re-enactments commemorating the Battle of Trevilians Station in the years 2010, 2012 and 2014 as part of the Sesquicentennial Commemoration of the Battles of the Civil War.

Discussion - Thalia Shores; Old Milk Route

Mr. Spencer said last spring there was discussion about an old road out in the Thalia Shores subdivision.  Mr. Spencer said it was determined that the gate was placed on VDOT property and the road belonged to the County.  Mr. Spencer said there were seven families in that subdivision who did not want that gate up and the concurrence from VDOT was there had to be 100% participation.  Mr. Spencer said the County did not abandon the road.  Mr. Spencer said at the time when this discussion came about, Mr. Mullen found out that there was an old milk route that was also not considered when the title searches were done.  Mr. Spencer said the old milk road went through three houses in the development and the homeowners were upset.

Mr. Spencer motioned to have Mr. Mullen and Mr. Hoffman work together to bring this item up for public hearing to get rid of the milk route.  Mr. Spencer said this would have no effect and no bearing on the other roads.

Mr. Mullen said this needed to be worded carefully enough so that there was no unintended, secondary effect on the public right-of-way.

Mr. Gentry seconded the motion.

Mr. Gentry said he was assuming the County was going to move forward with abandonment of the public easement.

Mr. Byers asked if there was any way to know if there were any other milk routes that existed.  Mr. Mullen said not without pulling every plat and looking at every survey.  Mr. Byers asked if everyone who had a milk route on their property knew.  Mr. Mullen said no.

Mr. Spencer said this should be addressed in all documents and discussion as the old milk route.

        On the motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board voted to have the County Administrator and the County Attorney check into and respond to the written request from the residents of Thalia Shores regarding the old milk route.

Resolution - Reaffirmation of Support for the Byrd Mill Road (Route 649) VDOT Project

On the motion of Mr. Barnes, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board voted to reaffirm their support of the Byrd Mill Road (Route 649) VDOT project.

Discussion - GASB 45

Mr. McLeod introduced Mr. Dan Homen, the Wachovia Retirement Specialist who was responsible for the Countys evaluation.  Mr. McLeod said GASB 45 was another statement that the County had to follow.  Mr. McLeod said the objective was to have the statements and the audits reflect the Countys plans and what the County had in place.  Mr. McLeod said this statement was not for retirement benefits, but was actually for other post-employment benefits (OPEB).

Mr. McLeod said prior to GASB 45, governments used a “pay-as-you-go” method.  Mr. McLeod said that was theoretically not for Louisa County.  Mr. McLeod said if the County had a benefit for an employee, it was out-of-pocket costs and the County would just pay it.  Mr. McLeod said there would be nothing noted in the financial reports about what the out-of-pocket costs were.

Mr. McLeod said once GASB 45 was implemented, annual OPEB would be reported on financial statements.  Mr. McLeod said this would provide better accountability and foundation.  Mr. McLeod said it would report what kinds of benefits were provided and what the potential financing methods were.

Mr. McLeod said the most common misconception regarding GASB 45 was that it would require the County to entirely fund the OPEB liability.  Mr. McLeod said that was not accurate.  Mr. McLeod said it would be a policy decision by the Board to determine how to fund OPEB.  Mr. McLeod said the objective of GASB 45 was more to accurately reflect the financial effects of OPEB transactions.

Mr. McLeod said another misconception regarding GASB 45 was that it required immediate reporting of a financial statement liability for the entire unfunded actuarial accrued liability (UAAL).  Mr. McLeod said that was not accurate.  Mr. McLeod said Louisa Countys UAAL was $7,439,825.

Mr. McLeod said governments could apply GASB 45 prospectively and that the beginning year of implementation, the County would start with zero financial statement liability.  Mr. McLeod said from that point forward, the County would accumulate a liability called the net OPEB obligation if not fully funded. Mr. McLeod said the net OPEB obligation would increase rapidly over time if the Countys OPEB financing policy was pay-as-you-go” or if the amounts paid for current premiums were much less than the annual OPEB cost.

Mr. McLeod said the financial statement would have notes reporting what the County was doing, how it was being done and what the Countys numbers were.  Mr. McLeod said it would also include a progress trend.

Mr. McLeod said GASB 45 would require an actuarial calculation every two years.  Mr. McLeod said the County contracted with Wachovia Retirement Services to calculate the OPEB.  Mr. McLeod said FY 2009 was the Countys first year doing this and it was determined that the County would continue to use the “pay-as-you-go” method.

Mr. McLeod said the benefit to the County was that VRS retired employees had the ability to stay on the Countys Health & Dental Plan until they reached the age of 65.  Mr. McLeod said the retiree had to pay 100% of the premium of the health and/or dental insurance and the value of this benefit was called an “implicit rate subsidy.”  Mr. McLeod said there was only one benefit plan and the retiree was blended with everyone else.

Mr. McLeod said the study that Wachovia put together basically compared the County funding the Annual Required Contribution (ARC) and not funding the ARC.  Mr. McLeod said depending on the assumption, the study used a different discount rate. Mr. McLeod said the higher the discount rate, the lower the liability would be.  Mr. McLeod said they calculated the normal cost and the actuarial accrued liability.

Mr. McLeod said the “normal costs” were the benefits expected to be earned during the fiscal year.  Mr. McLeod said the Unfunded Actuarial Accrued Liability (UAAL) was the difference between the total obligation and the assets.  Mr. McLeod said the Annual Required Contribution (ARC) was sum of the normal costs and the annual amortization payment of the UAAL.

Mr. McLeod said the County had three options.  Mr. McLeod said the County could continue the “pay-as-you-go” method or use an Internal Service Fund or use a Trust Fund.

Mr. McLeod said the “pay-as-you-go” option would not change anything and it would yield the lowest discount rate of about 4%.  Mr. McLeod said the net OPEB obligation would be high because there were no assets.

Mr. McLeod said the second option for an Internal Service Fund would yield a discount rate of about 4.25% to 4.5%.  Mr. McLeod said the advantage was the Board would have control over the fund.  Mr. McLeod said there would be no assets counted against the unfunded at the end of the year.

Mr. McLeod said the third option for a Trust Fund would yield about a 7% discount rate assuming certain allocations.  Mr. McLeod said the net OPEB obligation would be $0 in 30 years and the assets would be $58,952,000.  Mr. McLeod said the only disadvantage was that all contributions were irrevocable.  Mr. McLeod said bond rating agencies would always look favorably at this option.

Mr. McLeod said he would suggest creating a committee to review the options that the County had.  Mr. McLeod said he would include himself, the LCPS Finance Director, possibly two Board members and a citizen who had an accounting background.  Mr. McLeod said the County needed to move rapidly to settle this and move forward.

Mr. Harper asked what kind of time frame the County had.  Mr. McLeod said the committee would need to meet often, probably about once a week to start with.

Mr. Harper asked where this item fell in the budget with the County currently using the “pay-as-you-go” method.  Mr. McLeod said there were no funds that were in the budget.  Mr. McLeod said it would be included in the financial report.  Mr. McLeod said it would have to be in the notes and it would be a liability.  Mr. McLeod said it would eventually be large enough to cause the County some problems.

Mr. Gentry asked if the County had already hired Wachovia to calculate the OPEB.  Mr. McLeod said this was the second time that had been done.  Mr. Gentry asked why the County could not calculate their own OPEB.  Mr. McLeod said it had to be done by an actuary.  Mr. Gentry asked Mr. McLeod if he could do that.  Mr. McLeod said no.

Mr. Gentry asked if the County was going to go for a bond rating or not.  Mr. McLeod said he did not think the County was going to do that right now, but it would probably have to be done in the future.  Mr. McLeod said it would depend on the projects that the County did or what VRA may require.

Mr. Wright asked what “immediate recognition” of the UAAL on the financial statements meant to the County.  Mr. McLeod said the liability did not have to be put on the financial statement.  Mr. Wright asked when that reporting would have to take place.  Mr. Wright said immediate implied that it would not have to be done right now, but it may have to be done in the future.  Mr. Wright asked at what point the liability would have to be shown on the report.  Mr. McLeod said it doesnt have to be shown on the report.  Mr. Wright asked why “immediate recognition” was mentioned if the County never had to report the liability.

Mr. Harper said nothing was being changed in terms of what this would actually cost the County.  Mr. Harper said what was being changed was the method of accounting for it.  Mr. Harper said instead of it being unidentified, it would now be put in writing.  Mr. Harper said nothing was being added because the obligation was already there.  Mr. Harper said the unfunded obligation would be recognized by the County.

Mr. Byers asked how this would impact the annual audit process.  Mr. McLeod said the auditors would take the report that Wachovia put together and use the numbers to put in the financial report as a liability.  Mr. Byers asked if this would cause the auditors to look at any additional information in more detail.  Mr. McLeod said the auditors did it this year and it was just one additional step for them.

Mr. Harper said the Board would take the information under advisement and think about who might want to serve on the proposed committee and discuss the decisions at the next Board meeting.

Resolution - To Award a Contract to Advanced Network Systems, Inc. for a Wireless Broadband Solution for Public Safety and School District Telecommunications

Mr. Hardy said this was a re-visitation of a project started several years ago that included “hot spots” for the Sheriffs Office and Emergency Services to be able to communicate back to the County from various places throughout the County.  Mr. Hardy said there was a Department of Justice Grant with $56,000 left over from the tablet PCs purchased for the Sheriffs Office to be used as a continuation grant.  Mr. Hardy said part of that project was to place two “hot spots”:  one at an elementary school and one at the County building.

Mr. Hardy said as the project was examined, it made sense to place more “hot spots” throughout the County.  Mr. Hardy said since most of the “hot spots” were going to be connected to the school system, funds were combined in order to replace some of the T1 Lines that was used for data going to each of the elementary schools.  Mr. Hardy said that was recently expanded to three T1 Lines for data and the need for bandwidth would still be growing.  Mr. Hardy said this project evolved from just a “hot spots” project to a “hot spots” and connectivity project for the schools as well.  Mr., Hardy said this would also allow the County building to connect into the high speed internet the schools had which would eliminate one of the T1 Lines the County had.

Mr. Hardy said all of the funds were allocated in the CIP and re-appropriated.  Mr. Hardy said the project was in under budget and the resolution presented tonight was to allow the project to move forward.

Mr. Barnes said he supported this.  Mr. Barnes asked if other County employees, such as fire and rescue personnel, would be able to access the “hot spots.”  Mr. Hardy said yes.  Mr. Hardy said the building inspectors all currently had modems in their laptops and the emergency services personnel had modems in their Toughbooks.  Mr. Barnes asked if other County staff, such as the County Administrator, would have the same access.  Mr. Hardy said yes.  Mr. Hardy said the school district employees would also be able to access from outside the building and would also have wireless inside the building.  Mr. Hardy said there was also discussion about having several relay sites instead of just at the elementary schools.  Mr. Hardy said there would be about nine to eleven “hot spots.”

Mr. Byers asked if the Board would be able to get a graph for the County that showed what coverage these “hot spots” were going to provide.  Mr. Hardy said these “hot spots” were local Wi-Fi only and would be in the parking lots at the schools.  Mr. Hardy said this was not intended to provide coverage for the surrounding area.  Mr. Byers asked if these “hot spots” were only going to cover the immediate area.  Mr. Hardy said yes.

Mr. Harper asked Mr. Hardy if the Sheriffs Office was satisfied and felt the “hot spots” were well-distributed across the County.  Mr. Hardy said yes and added that the Sheriffs Office went into this project looking for funding to get just one “hot spot” at Trevilians Elementary School.  Mr. Hardy said the project grew and the system that was going to be installed could still be expanded further later.

Mr. Hardy said this was not meant for public coverage at this point.  Mr. Hardy said he did not know if any further would be added to this to get that.  Mr. Hardy said he was looking at a solution for the whole County through the Thomas Jefferson Planning District and ARRA funding.

Mr. Barnes said he wanted it made clear because the general public felt that citizens were going to have access to the “hot spots” and that was not the case.  Mr. Byers said it also needed to be made clear that the service was only within a certain proximity to the actual building.  Mr. Byers said Deputies would actually have to stop at the site to use the service.  Mr. Hardy said that was correct.

Mr. Gentry said the total was $423,000.  Mr. Gentry asked if there was any likelihood that in the next five years this service could be contracted out to someone else without putting in another $423,000.  Mr. Hardy said presently, no.  Mr. Hardy said something could potentially happen in that five years that could change.  Mr. Hardy said if another company placed up the connectivity spots, the County would rent bandwidth from them.  Mr. Hardy said one of the quotes received when the RFP was issued was actually to provide public coverage to each one of the “hot spots.”  Mr. Hardy said the cost was approximately $96,000 per month for ISP service to provide Broadband to the citizens at these sites.  Mr. Hardy said there was a huge cost tied to that.

Mr. Gentry said as the tower system was constructed throughout the County, he just wanted to know that carriers would be able to co-locate.  Mr. Gentry asked if the tower plan would take the place of this project.  Mr. Hardy said if the County was to install their own system to provide Broadband to the citizens and become a wireless authority, it would cost $14 to $16 million and the “backbone” space could be reserved for the County to use.  Mr. Hardy said a project like that could be five to six years in the making rather than just six months.  Mr. Hardy said he was not a proponent of the County becoming an Internet Service Provider (ISP) to the citizens.

Mr. Hardy said the County would be on three or four towers and the only towers being added were three elementary school tower poles 95 feet to 105 feet in height.  Mr. Hardy said no towers would be built besides those three monopoles.

Mr. Byers asked if there was any way to be able to identify the money or resources this project was saving the County once it was complete.  Mr. Byers asked if it was possible to have some quantitative way.  Mr. Sestito said Verizon gave him a five-year cost to provide high bandwidth to the three elementary schools.  Mr. Sestito said the cost over five years was $800,000 just to provide only 100 megabits where this project would provide 150 megabits to each elementary school.  Mr. Sestito said Verizons estimate was for five years and only included three elementary schools.  Mr. Sestito said this project was providing more megabits and serving all four elementary schools, plus providing all the “hot spots.”

Mr. Byers asked if this would allow teachers to be in the classroom more hours or if there was any other quantitative way to show a relationship between this expenditure and what it would save the County in “people power.”  Mr. Sestito said Louisa County schools did not have the same access to technology as some of the schools in surrounding localities.

Mr. Harper asked what the annual cost was associated with this project.  Mr. Hardy said it was about $22,000 or $23,000.  Mr. Hardy said there were also warranties on all the equipment.

Mr. Harper asked what kind of savings the County could experience by dropping one of the T1 Lines.  Mr. Hardy said each of the elementary schools had one T1 Line for voice and three T1 Lines for data and the three T1 Lines for data would be dropped from each school.  Mr. Hardy said the T1 Lines for the County cost about $650 a piece. Mr. Hardy said the savings would be $650 per T1 Line with three T1 Lines at each school and three schools total.  Mr. Hardy also added that Moss-Nuckols Elementary was not included yet and those prices were monthly prices.

Mr. Gentry asked if the $423,000 project price was split 50/50 between the Schools and the County.  Mr. Hardy said it was not exactly 50/50.  Mr. Hardy said the Countys CIP was $175,000 and the Schools CIP was $200,000 and the Department of Justice Grant was $56,000.  Mr. Hardy said the Grant money and the County totaled slightly more than half.

Mr. Barnes motioned for approval.  Mr. Gentry seconded the motion.

Mr. Byers said he could only support this if sometime in the next year the departments who benefitted from these “hot spots” could show some impact where the project was able to reduce the budget.  Mr. Byers said this was almost a half million dollars and he was sure it was important and he would support it, but he expected to see some return on the investment.

Mr. Harper said he agreed.  Mr. Harper said there were benefits, but they may be hard to measure.  Mr. Harper said the Board could still ask for them.

Mr. Hardy said the building inspectors get their inspection assignments online at night with their modems and laptops.  Mr. Hardy said the inspectors used to have to return to the office every morning to receive their inspection assignment, which had to be manually printed out.  Mr. Hardy said the inspectors had to complete their inspection assignments and then come back to the office to fill out the inspection reports.  Mr. Hardy said the inspectors receive their assignments at home, get on their route first thing in the morning and can work and put results in on the computer while still out in the field.  Mr. Hardy said not having to come back to the office provided an extra 45 minutes to an hour at the beginning and end of the work day.  Mr. Hardy said this practice was already in place.

Mr. Hardy added that the Deputies would be able to do the same thing.  Mr. Hardy said an amount could be figured by multiplying the hours saved by the inspectors and Deputies.  Mr. Byers said he did not expect Mr. Hardy to calculate the benefits, but expected the departments who were benefitting to provide that information themselves.

On the motion of Mr. Barnes, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board adopted a resolution to award a contract to Advanced Network Systems, Inc. for a wireless Broadband solution for public safety and school district telecommunications.

Discussion - Volunteer Fire and EMS Agreed Upon Procedures

Mr. McLeod said the agreed-upon procedures had been done for three years now and he recommended going to a regular audit and have the County issue an RFP to get their own auditor to do the audits.

Mr. Harper said the recommendation was that this year would be done the same way it was done in the past and going forward there would be a full audit performed by the auditor chosen by the County through an RFP process.

Mr. McLeod said he was looking at selecting an auditor in the fourth quarter of FY 10, the current fiscal year, and having the audit agency meet with the volunteer agencies to talk about what was being expected.  Mr. McLeod said FY 10 would be closed at the end of June 2010 and the auditors could then work with the agencies to prepare the full audits in the three months following June 2010.

Mr. Barnes said the Board had been asking for these reports for quite a while and he wanted to commend the volunteer agencies who actually submitted their reports.  Mr. Barnes said it was information that was needed and the cooperation was certainly needed.  Mr. Barnes said the County had talked about bulk purchasing and standardized purchasing and he felt this was a good start to that.

Mr. Gentry asked if this audit process was part of the fire and rescue agency study that was being done.  Mr. Harper said it could be.  Chief Dubé said the County asked the State in the request to perform the study to look at ways to potentially save money.  Chief Dubé said he doubted that the State would get into the audit detail.

Mr. Byers said it seemed to him that the entire operational process would be examined.  Mr. Byers asked if the “balance of funds” shown on the “Recap of FY 09 Fire and Rescue” chart included in the Board packet was the actual amount of funds on hand that each agency had in their account.  Mr. McLeod said yes.  Mr. Byers asked if these were dollars.  Mr. McLeod said yes.

Mr. Harper said whatever the Board decided to do now was contingent upon any findings that may come back from the study the State was currently performing.  Mr. Harper asked if the results from the study would be back before any formal decision was made.  Chief Dubé said he was told it would take three to six months for the study.

Mr. McLeod said the new audit process would be put into effect before the study results were received from the State.  Mr. McLeod said the full audit would give all the liabilities and assets, but the Board would have to make a determination if only the funds received from the County would be audited or if all the funds received would be audited.

Mr. Harper said the only funds the Board was responsible for were the ones given to these agencies by the County.  Mr. Harper said the agencies were responsible for the monies they collected from the general public.  Mr. McLeod said that was correct.

Mr. Mullen said it was important to look at the overall financial picture of each individual agency as the money was collected.  Mr. Mullen said the County wanted to avoid having one agency that was funded better than another or could provide better service than another agency could.  Mr. Mullen said the idea had been raised that the County did not really pay for anything for the volunteer services and he thought that may be heard more as the County moved into greater accountability to the agencies.  Mr. Mullen said he felt it would be important to see how the funds were raised, where the money came from and how the money was spent.

Mr. Harper said he had no objection to it either way.

Mr. Barnes said he was open to new ideas, but he felt the Board should only be concerned with the money the County provided in taxpayer dollars.  Mr. Barnes said he felt the money that was raised and how it was raised was not the Countys business.  Mr. Barnes said he felt the money that was provided by the County should be the only money that was audited.

* Mr. Barnes left the meeting at 6:28 p.m.

Mr. Harper added that he would not want to penalize the agencies who worked hard to raise extra money.  Mr. Harper said he felt the entire process was going to change over the next few years.

Mr. Harper asked if the Board wanted to move ahead and disburse the remaining funds to the agencies that had their audits turned in already.  Mr. Harper said this would be done under the system that was currently in place.  Mr. Mullen reminded the Board that this decision was actually Item 11 on the agenda and there was a resolution to approve the release of funds.  Mr. Mullen said there was only one outstanding agreed-upon procedure that had not been received.  Mr. Mullen said approval of the resolution would accomplish the release of FY 2010 Operational and Maintenance Funds for the 2nd, 3rd and 4th Quarters to EMSAL and the Volunteer Fire Association.

Resolution - To Release FY 2010 Operational and Maintenance Funds for the 2nd, 3rd and 4th Quarters to EMSAL and the Volunteer Fire Association

On the motion of Mr. Spencer, seconded by Mr. Havasy, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board adopted a resolution to release FY 2010 Operational and Maintenance Funds for the 2nd, 3rd and 4th Quarters to EMSAL and the Volunteer Fire Association.

Mr. Mullen added that Trevilians Volunteer Rescue Squad was removed from receiving any funds.

Discussion - Volunteer Fire and EMS Agreed Upon Procedures (Continued)

Mr. Harper asked the Board if they would like to follow Mr. McLeods recommendation to move forward with requiring a full audit performed by an auditor selected by the County for all agencies to include only the money provided to the agencies by the County.

Mr. Havasy motioned for approval. Mr. Spencer seconded the motion.

Mr. Spencer asked if the County would be paying for the audit.  Mr. Harper said yes.

On the motion of Mr. Havasy, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board voted to move forward with requiring a full audit performed by an auditor selected by the County for all agencies to include only the money provided to the agencies by the County.

CITIZENS INFORMATION PERIOD - 6:30 P.M.

Ms. Martha McIntire, Green Springs District, said she wanted to publicly thank Mr. Havasy for being an advocate for the neighbors who lived between two antiquated bridges.  Ms. McIntire said Hamilton Road was a very difficult place to try and get something done, but Mr. Havasy had been advocating on behalf of the residents.  Ms. McIntire said she received the best email stating that the fire trucks would be able to travel safely across the smaller bridge within sixty days.  Ms. Hamilton thanked Mr. Havasy on behalf of the citizens.  Ms. McIntire said she would also like to thank VDOT and added that she did get to speak with Mr. Jamie Glass.

Mr. James Penn, Cuckoo District, said he had spoken before the Board on several occasions.  Mr. Penn said the first occasion was with the infamous budget-busting bid for the new school which he said was handled very nicely by the Board.  Mr. Penn said the second occasion was when there was a proposal to change from residential to commercial on some property that abutted the Pine Harbour Subdivision.  Mr. Penn said he asked the Board not to do it, but they did anyway.

Mr. Penn said what he wanted to talk to the Board about tonight was bigger than both his previous occasions put together.  Mr. Penn said a few weeks ago, he was sitting on his back deck when his phone rang and it was a very concerned neighbor of his on the other line.  Mr. Penn said his neighbor was headed out towards Johnson Road (Route 700) to see where all the smoke was coming from.  Mr. Penn said he went over to see if he could find the source of the smoke.

Mr. Penn said he reached a dead end and went walking through some trees and he came out into the opening of a large back yard.  Mr. Penn said there was a lot of broom straw that was on fire.  Mr. Penn said the fire had already reached the pine trees that were behind the broom straw.  Mr. Penn said his neighbors house was right behind all the pine trees.  Mr. Penn said the pine trees were not just smoldering, but were actually on fire and the wind was blowing in the direction of his neighbors house.  Mr. Penn said he had the most helpless feeling.

Mr. Penn said he saw a gentleman walking across the back yard of the house where the fire had started.  Mr. Penn said he walked over to ask the gentleman if he would call 911 and it turned out that the gentleman was a volunteer firefighter.  Mr. Penn said he thought this gentleman was the first one to the scene.

Mr. Penn said shortly after his conversation with the volunteer firefighter, he heard he sounds of the sirens.  Mr. Penn said there was no sweeter sound in the world than the sirens at the time.  Mr. Penn said the firefighters came in and were very professional and did their job great.  Mr. Penn said it was great to see the water put out the fire.  Mr. Penn said there was nothing the neighbors could do with the fire or the wind if the firefighters had not arrived to the scene quickly.  Mr. Penn said he wanted to stand before the Board as “John Q. Public” and say that he had personally seen and been close to it and he really appreciated the firefighters of Louisa County.

Clarification - Supporting a Civil War Re-enactment in Louisa County

Mr. Harper asked for clarification on the motion and the second for the Civil War re-enactments.

Mr. Gentry said he made the motion.  Mr. Havasy said he made the second.

Mr. Harper said there was a 4-3 vote on the motion.

Clarification - Approving Addendum No. 3 Between Dewberry & Davis, Inc. and the County of Louisa for Professional Services Related the Upgrade of the Zion Crossroads Wastewater Treatment Plant

Mr. Harper said Mr. Spencer wanted to comment on the Addendum No. 3 from Dewberry and Davis, Inc.

Mr. Spencer said the Board was always advocating for local people to do local work and he did not want to get into a situation with Dewberry where the County had to count on them for every engineering job in the County.  Mr. Spencer said he would like to start using some of the engineers that are in the County.  Mr. Spencer said if Dewberry was already involved in something, then he would not want to break the continuity of the project.  Mr. Spencer said the County should not jump over the local engineers to bring work to people from out of the County.  Mr. Spencer said there were great engineering outfits in the County and he would like to see them be used.

Mr. Spencer said the County had always had a habit of just using one person or company over and over again.  Mr. Spencer said that was done for years and years with the same architect.  Mr. Spencer said he was down at Ms. Mary Johnsons engineering start-up and he felt the County should start putting some jobs down her direction and with other people in the County who do this type of work.

Mr. Byers said at the last meeting, the Board asked Mr. Mullen about the contract with Dewberry and how this was part of a continuing duration.  Mr. Byers said he thought Mr. Spencer was right.  Mr. Byers said the reason he voted against the Addendum No. 3 was because he felt it made people question why these things werent anticipated in the beginning.  Mr. Byers said if the add-ons and addendums kept coming, it gave the perception that it did not matter.  Mr. Byers said he was confident that Mr. Hoffman and Mr. Mullen were looking into these issues.  Mr. Byers said if there was an opportunity to give the work to local people, then it should be done.

Mr. Harper said he felt the Board was on the record for saying they wanted to use as many local people as possible.  Mr. Harper said the Board also asked for clarification on how to go about obtaining that.

COMMITTEE REPORTS

Mr. Spencer said he and Mr. Gentry went to a JAUNT meeting last week and they were going to try to hold their budget numbers down.  Mr. Spencer said there was a big question about how many more services they needed to provide to Louisa County, but JAUNT basically knew there was not a whole lot of money coming forth.

BOARD APPOINTMENTS

None.

COUNTY ADMINISTRATORS REPORT

Mr. Mullen
said he received notification from Rural Development that the interest rate went down to 2.5% for the Regional Wastewater Treatment Plant.  Mr. Mullen said it could be paid off at anytime, but the County would let it ride until it was determined how the Zion Crossroads Wastewater Treatment Plant would be financed.

Mr. Mullen said the Fall Harvest Festival over the weekend turned out great and thanked Ms. Shelhorse.

Mr. Mullen said the Louisa County Aquatic Facility was predicted to have run at about 35% to 50% operating expenses to revenue.  Mr. Mullen said he was pleased to announce that Ms. Shelhorse brought the County in at a nice 71%, which was very commendable for a public pool.

Mr. Mullen said there was a letter in the Board packet concerning implementation of 24/7 coverage which would begin at 7:00 a.m. on November 7, 2009.  Mr. Mullen said there would be no increase in budget for cross-designated fire and EMS coverage.

Mr. Mullen said he visited the High School this morning and all the bricks were still in place on the wall.  Mr. Mullen said he went back this afternoon and some of the bricks were gone.  Mr. Mullen said work had officially commenced on the gym wall.

Ms. Reidelbach
said there were reminders for two events that were coming up.  Ms. Reidelbach said the J. Sargeant Reynolds dinner honoring local officials required an RSVP and if anyone was interested in attending, they should let her or Ms. Kim Smith know.  Ms. Reidelbach said the Historical Society was hosting a thank you event and that also required an RSVP.

CONSENT AGENDA ITEMS

Resolution - Authorizing a Supplemental Appropriation and Distribution of Fire Program Funding for the Fire Association

On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board adopted a resolution authorizing a supplemental appropriation and distribution of Fire Program Funding for the Louisa Volunteer Fire Association.

Resolution - Recognizing Nancy Wheeler for Her Years of Service on the Social Services Board

On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board adopted a resolution recognizing Nancy Wheeler for her years of service on the Social Services Board.

Resolution - Recognizing Ed Massey for His Years of Service on the Social Services Board

On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board adopted a resolution recognizing Edward Massey for his years of service on the Social Services Board.

Resolution - Recognizing Doris McCray for Her Years of Service on the J. Sargeant Reynolds Community College Board

        On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board adopted a resolution recognizing Doris McCray for her years of service on the J. Sargeant Reynolds Community College Board.

CORRESPONDENCE

Mr. Gentry said he noticed that the VACo Preliminary 2010 Legislative Program was included in the Board packet and he wanted the Board members to take the time to look at particularly the Transportation section of that document.  Mr. Gentry said he was the Vice-Chairman of that Committee and if there were comments about the Transportation section, he would like to hear them so he can report them at the meeting.

Mr. Wright said there was a letter in the Board packet from the Virginia Department of Fire Programs and he asked what the date of the letter was.  Mr. Wright said he was surprised to receive a letter from a State agency that did not even have a date on it.  Chief Dubé said he received the letter on either October 15, 2009 or October 16, 2009.  Mr. Wright said there needed to be a date on the letter because no one even date stamped when the letter was received.

APPROVAL OF BILLS

On the motion of Mr. Wright, seconded by Mr. Havasy, which carried by a vote of 6-0, with Mr. Barnes being absent and Messrs Wright and Gentry abstaining from their reimbursements, the Board adopted a resolution approving the bills for the first half of October 2009 for the County of Louisa in the amount of $718,410.25.

APPROVAL OF MINUTES

On the motion of Mr. Gentry, seconded by Mr. Havasy, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board adopted the minutes of the October 5, 2009 meeting.

CLOSED SESSION

On the motion of Mr. Gentry, seconded by Mr. Wright, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board voted to enter Closed Session at 6:55 p.m. for the purpose of discussing the following:

  1. In accordance with §2.23711 (A) (1) VA Code Ann., for the purpose of discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of performance of departments where such evaluation will necessarily involve discussion of the performance of specific individuals.
  2. In accordance with §2.23711 (A) (7) VA Code Ann., for the purpose of consultation with legal counsel on actual or probable litigation (specific legal matters requiring the provision of legal advice by counsel).

REGULAR SESSION

On the motion of Mr. Spencer, seconded by Mr. Byers, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board voted to return to Regular Session at 8:15 p.m.

RESOLUTION - CERTIFICATION OF CLOSED SESSION

On the motion of Mr. Gentry, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board voted to adopt the following resolution:

PRESENTVOTE
Willie L. Harper Yes
Richad A. Havasy Yes
P.T. Spencer, Jr. Yes
Jack T. Wright Yes
Fitzgerald A. Barnes Absent
Dan W. Byers Yes
Willie L. Gentry, Jr. Yes

WHEREAS, the Louisa County Board of Supervisors has convened a Closed Meeting this 19th day of October 2009, 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 19th day of October 2009, 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.

OTHER

Mr. Spencer said Trevilians Rescue Squad had sent a letter saying that they could no longer run the calls.  Mr. Spencer said Mr. Havasy and Mr. Mullen had been kind enough to work with Trevilians Rescue and it was determined that the thing to offer Trevilians Rescue was to turn over the two ambulance units they currently have and the County would give them the 4-wheel drive Dodge truck.  Mr. Spencer said the truck would remain in the County of Louisas name and Trevilians would use it as a first responder vehicle.

On the motion of Mr. Spencer, seconded by Mr. Havasy, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board voted to have Trevilians Rescue Squad turn over their two ambulance units to the County and for the County to give them the Dodge truck to be used as a first responder vehicle.

ADJOURNMENT

On the motion of Mr. Byers, seconded by Mr. Wright, which carried by a vote of 6-0, with Mr. Barnes being absent, the Board voted to adjourn the October 19, 2009 meeting at 8:17 p.m.



BY ORDER OF


________________________________
WILLIE L. HARPER, CHAIRMAN
LOUISA COUNTY BOARD OF SUPERVISORS
LOUISA COUNTY, LOUISA, VIRGINIA