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

Menu
[an error occurred while processing this directive]
DECEMBER 15, 2008
6:00 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 arrived at 6:07 p.m.
Others Present: C. Lee Lintecum, County Administrator; Ernie McLeod, Deputy County Administrator; Dale Mullen, County Attorney; Amanda Reidelbach, Office Manager, Administration; Zuwana Morgan, Deputy Clerk; Brittany Spaur, Records Clerk

CALL TO ORDER

Chairman Harper called the December 15, 2008 regular meeting of the Louisa County Board of Supervisors to order at 6:00 p.m.  Mr. Harper led the invocation, followed by the Pledge of Allegiance.

CITIZENS INFORMATION PERIOD

Hal Schaffer Jackson District
stated he wanted to thank the Board from the Lake Anna Rescue Squad for the Fruit basket.

ADOPTION OF THE AGENDA

Mr. Harper stated he would like to add a discussion on the Thomas Jefferson Planning District.  Mr. Byers stated he would add a discussion on the customer satisfaction service survey.

        On motion of Mr. Wright, seconded by Mr. Spencer, which carried by a vote of 6-0, with Mr. Barnes being absent, the December 15, 2008 agenda was adopted as amended.

PRESENTATIONS

Presentation Robinson, Farmer, Cox audit report


Mr. Robert Huff with Robinson, Farmer and Cox stated they were required by statue to appear before the Board and give their results from the audit.  Mr. Huff said the results had also been submitted to the Auditor of Public Accounts.  Mr. Huff said the audit contained four sections; introductory, statistical, financial and compliance.  Mr. Huff stated there were three auditor opinions contained within the audit.  

Mr. Huff said under the financial section the county received an unqualified opinion which was the best the county could receive for all three.  sz14">        

Mr. Huff said there was a snap shot of the net assets of the 2007 compared to 2008 on page six.  Mr. Huff stated the assets increased positively.  Mr. Huff said the report was as of June 30th so it was an historical document and probably shouldnt be used for future reference.

Mr. Huff stated the co
mmunication with those charged with governance was a two page letter stating that there were no uncorrected statements in the report, no disagreements with management, all representation had been obtaind and the accounting policies that Louisa County had adopted had been compiled with.

Mr. Huff said the capsule report of financial information tracks selective financial data.  Mr. Huff said the dates were from 2001 to 2008 and it showed the fund balance on designated reserve at the end of 2008 of $41 million.  

*Mr. Barnes arrived at 6:07 p.m.

Mr. Byers
asked was it normal not to have any suggestions for the countys reporting or collection process.  Mr. Huff said they wrote an interim set of recommendations and that constituted all their recommendations this year.

Mr. Harper asked how Mr. Huff would characterize the countys status at the
time of the audit.  Mr. Huff said he thought the account systems and controls were strong.  Mr. Huff said the financial position as of June 30th was stable.  Mr. Huff said in a ranking system Louisa was doing well compared to other counties its size and larger.

Mr. Harper said in January the Board would like to have some kind of budget work session.


OLD BUSINESS

Discussion Thomas  Jefferson Planning District

Mr. Spencer said TJPD never check the facts with Mr. Delk prior to sending their r
eport to DEQ.  Mr. Spencer said the county has two Board member as part of the Thomas Jefferson Planning District Board and if they didnt attend a meeting doesnt mean the county should not have been notified.

Mr. Spencer said TJPD tried to put the dry cast storage in
their jurisdiction even though it was a regional issue and Louisa didnt need people shutting down their commerce.  

Mr. Spencer said he didnt understand why the county would give TJPD another $2,500 and stay with them if they werent going to anything but kick Louisa out of everything.  Mr.
Spencer said he didnt want a Supervisor from Greene or Albemarle County calling the shots for Louisa.

Mr. Gentry said he felt the way Mr. Spencer felt and TJPD was suppose be working for the county and not vice versa.

Mr. Wright said that was the first he heard about the dry cast issue.  Mr. Wright said a lot of this was Louisa Countys fault because they have not been very active. Mr. Wright said
it was just one person from TJPD who did not do their homework.  

Mr. Wright said Louisa County had not gone to TJPD with many projects.   Mr. Wright said he has had several conversation with the
Chair of TJPD in the last two weeks and she assured him that there were going to be quite a few changes in the planning commission of how business was conducted and they had learned a lesson.  

Mr. Wright said thought the county should
be in a planning district and he didnt know a county that wasnt.  

Mr. Wright said they lost the Executive Director in July and they have been interviewing for four months and still hadnt found anyone.  Mr. Wright said
he didnt believe the Board should judge the TJPD for this incident.  Mr. Wright stated he wasnt in favor of withdrawing but in favor of working with them.

Mr. Byers said he would hope the Board would give strong consideration before deciding to get out of the planning district.  

Mr. Havasy said he agreed with the bulk of what Mr. Spencer said and he also agreed with Mr. Wright and Mr. Byers.  Mr. Havasy said he didnt think the Board should make a rash decision.  

Mr. Havasy said TJPD has treated Louisa County like a parking lot and they were all about Charlottesville and Albemarle County.  

Mr. Havasy said he would ask t
he Board to wait to step away from TJPD until the Budget period when temper calmed down.

Mr. Barnes said understand Mr. Spencers position.  Mr. Barnes said TJPD was a hard committee to sit on.  Mr. Barnes said it was good to have the regional cooperation.  Mr. Barnes said the Board has a good relationship with David Blount.  

Mr. Barnes said TJPD had learn
ed a lot from this situation and had made some changes.  Mr. Barnes said the planning district would start communicating with the County Administrator.  

Mr. Barnes said
he was one of the Board member on the TJPD and Thursday night when they meet was difficult for him from a professional standpoint.

Mr. Barnes said he thought the Board should stay where they were and he believed TJPD had learned from their mistake.

Mr. Harper said the consensus of the Board was to carry on for the time being.  

Mr. Harper said as far back as the 70s there were concerns from the Louisa County Board of Supervisors of
their membership in the TJPD.  Mr. Harper said it was very poor business practices not to copy the people involved.

Mr. Spencer said he serviced on the Thomas Jefferson Planning District and it was a hard committee to service on.  Mr. Spencer said that was the on
e thing Ms. Campbell kept saying was that the Louisa members were not there.  Mr. Spencer said he asked why didnt they contact the County Administrator and he was told the County Administrator was not on the planning district.  

Mr. Spencer made a motion for the County of Louisa to withdraw from the Thomas Jefferson Planning District.  Mr. Gentry seconded the motion.

Mr. Gentry said TJPD wasnt the only region planning district the county could work they could go to at least two others.

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

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

With the votes reflecting 3-4, the motion failed for the County of Louisa to withdraw from the Thomas Jefferson Planning District.

NEW BUSINESS

Discussion and approval Refund of fees paid by Dietz Construction Group, Inc.

Mr. Lintecum said Dietz Construction Group, Inc were not able make their contracts and meet the requirements of Wal-Mart.   Mr. Lintecum said he believed they told the commissioner they didnt plan to do any other business in Louisa.

Mr. Harper asked were any administrative cost encounter
ed.  Mr. Lintecum said he didnt believe so.

On motion of Mr. Barnes, seconded by Mr. Wright, which carried by a vote of 7-0, the Board approved the refund of fees paid by Dietz Construction Group, Inc.

Discussion and approval To proceed with the Disc Golf Course and Fitness Trail at the Intergenerational Center

Jane Shelhorse stated early this year there was vote to move the money for the CIP from last year to this year to finish the enhancement projects at the Betty Queen Center.  

Ms. Shelhorse said a lot of the work would be done by staff and hopefully with some help from the Schools that would reduce the cost of the project.

Mr. Byers asked if these projects would complete all the enhancements of the Betty Queen Center.  Ms. Shelhorse answered yes.

Ms. Shelhorse said the only other thing would be the repaving of the parking lot which would fall under Mr. Kevin Linhares CIP.

Mr. Byers asked were the projects contingent on getting assistance from the Schools.  Ms. Shelhorse answered no.  Ms. Shelhorse said they may be able to reduce cost if the Schools helped.

Mr. Byers asked how
many people were anticipated to use these facilities on an annual basis.  Ms. Shelhorse said these projects would be new to the county so she wasnt sure.

Mr. Spencer confirmed with Ms. Shelhorse that the money was already appropriated for these projects.  Ms. Shelhorse said yes the money was already appropriated and she just wanted make sure she could move forward.

Mr. Barnes made a motion to approve the already appropriated funds for the completion of the enhancements at the Intergenerational Center, Mr. Gentry seconded the motion.

Mr. Harper requested a roll call vote on Mr. Barnes motion.

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

With the votes reflecting 5-2, the motioned passed to approve the already appropriated funds for the completion of the disc golf course and fitness trail at the Intergenerational Center.

Discussion and approval Louisa County Employee Handbook

Mr. Byers said he thought it was good for the employees to have the handbook however he thought it should be condensed into a leaflet and the complete handbook be kept on file.

Mr. Spencer said he would like to hear what Mr. Mullen felt about the handbook.

Mr. Mullen said he and Ms. Vena had discussed having employees sign a form stating that they know that it was available online in PDF form.  Mr. Mullen said the PDF would be linked to the main webpage so it could be accessed at any time. Mr. Mullen said he th
ought it was good to have some kind of cheat sheet of what was different in the handbook and that could be accomplished through email.

Mr. Spencer asked if Mr. Mullen was happy with the handbook.  Mr. Mullen said they worked very hard on the handbook.  Mr. Mullen stated he and Ms. Vena spent hundreds of hours going over it.  Mr. Mullen said the handbook had been reviewed by employment professionals outside and inside of Louisa County and
by outside counsel.  

Mr. Spencer asked Mr. Mullen if he was happy.  Mr. Mullen said he was very happy with it.

Mr. Byers said the handbook touched on a drug free workplace which he felt was important.  Mr. Byers said the county would need to look more into that at some point.

Mr. Mullen said if that was something Mr. Byers wanted to see, a document could be out for the Boards review no later than February.

Mr. Spencer said the handbook looked pretty thick and in this day and age you have to cover everything.  Mr. Spencer said he was satisfied with Mr. Mullens judgment.

On motion by Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 7-0, the Board approved the Louisa County employee handbook.

Mr. Mullen said he arrived in the county on September 15, 2008 and most of the work was done by Ms. Vena.

Resolution To appropriate the second half of the FY 2008-2009 annual budget

Mr. Lintecum said at the January 5, 2009 meeting the December collections would be discussed.  Mr. Lintecum stated at that time the Board could make changes. Mr. Lintecum said Mr. Mullen felt very strong that there needed to be an appropriation before January.

Mr. Wright said with the way the resolution was worded he didnt have a problem going along with the appropriation for the half amount because it said
subject to funds being available.  Mr. Wright said the recipient would have to understand there may be reductions.  

Mr. Byers said the Board had spoke about doing the appropriation quarterly and there needed to be some consistency on the procedure.  Mr. Byers said he thought it was wise to stick with the quarterly basis.

Mr. Barnes asked Mr. Lintecum if there were other agencies like the Schools that would be
effected by appropriating on a quarterly basis.

Mr. Lintecum said a lot
of the Schools appropriation was obligated under contract.

Mr. Barnes asked Mr. Green, Finance Director of the Louisa County Public Schools how would appropriating funds on a qu
arterly basis effect the schools.  Mr. Green said they would still have to hold back funds assuming that would not get the rest.

Mr. Green said the Schools would not be able to buy the addition instructional supplies.  

Mr. Byers asked what portion of the
School budget was salary.  Mr. Green said 75 percent of the Schools budget was salary.

Mr. Byers asked what impact would there be on the
Schools if appropriation was given quarterly opposed to half.  Mr. Green said if the county went to quarterly the Schools would have to wait to buy school supplies.  Mr. Green said they knew they were going to need fuel for the buses and utility bills so they would have to leave some money free in case they didnt get their appropriation.

Mr. Byers asked when do they normally buy school supplies.  Mr. Green said they were
normally brought in full in August.  

Mr. Spencer asked how much was the Schools budget.  Mr. Green said approximately $48 million.  Mr. Spencer asked what was the countys share of that.  Mr. Green said just about half.

Mr. Spencer said out of the $48 million the Schools
had already gotten quite a bit.  Mr. Spencer said the Schools didnt have a problem with the quarterly appropriation when the Board voted for it.  Mr. Green said the Schools were not asked about the quarterly appropriation and the Schools were at the Boards mercy.

Mr. Green said if the Schools didnt get the last of the appropriation they would
have to get into reduction of force to stay within the budget.

Mr. Harper
asked salaries were distributed evenly across the year.  Mr. Green said that was correct.

Mr. Harper asked how would the county address the portion of the resolution that said
subject to the availability of funds.

Mr. Mullen said by necessities it would have to be subject to the accessibility of the funds.  Mr. Mullen stated if the funds were not received from Richmond the county c
ould not spend money they hadnt received.  

Mr. Mullen said his suggestion to Mr. McLeod was to do something with the appropriation to resolve the gap between January 1, 2009 to January 5, 2009.  Mr. Mullen said the county could not operate on sound legal footing with money not appropriated being spent.

Mr. Havasy asked Mr. Green if the Schools had received all their State and Federal money.  Mr. Green said no, the Schools receive State funding monthly and Federal money comes in as a reimbursement, so it had to be spent first.

Mr. Havasy asked what was the consensus from the Governors office of what the Schools would receive for the rest of the year.  Mr. Green said the Governors budget would released on the 17
th of December.

Mr. Havasy asked Mr. Green where was
the Schools greatest concern in receiving funding was it local, state or federal.  Mr. Green said state.  Mr. Havasy asked what percentage of the Schools budget was from the state.  Mr. Green said roughly half.

Mr. Byers said if the state could release their funds on a monthly basis, what
was wrong with the county releasing theirs on a quarterly basis.  Mr. Byers said he would question if the only avenue the Schools had if they didnt receive the funds was to reduce staff.  Mr. Green said they had already looked at their options.  Mr. Green said there wasnt a whole lot left with 75 percent being personnel salary and benefits.

Mr. Mullen said it seemed to him the second option on page 12 of the Board packet was the safest course fiscally and legally.

Mr. Lintecum said not knowing what the collections would be puts everyone in the dark so there may need to be
an adjustment in January.

Mr. Gentry said the resolution says “subject to funds becoming available and monthly review” so the county was protected either way.

Mr. Harper said the goal was to set standards for future years.  Mr. Harper said if Mr. Mullen was comfortable that
he was comfortable.

Mr. Gentry made a motion to appropriate the second half of the FY 2008-2009 annual budget,  Mr. Barnes seconded the motion.

Mr. Harper requested a roll call vote on Mr. Gentrys motion.

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


With the votes reflecting 5-2, the motion passed to appropriate the second half of the FY 2008-2009 annual budget.

Resolution - For a surety bond for Resource Lane in Louisa, Virginia

        On motion of Mr. Spencer, seconded by Mr. Barnes, which carried by a vote of 7-0, the
Board passed a resolution for a surety bond for Resource Lane in Louisa, Virginia.

Mr. Wright said for all the construction projects there should be a bid bond.  Mr. Wright said bid bond was a good way to screen out contractor
s who wouldnt be able to get a performance bond.  

Mr. Linhares said the county was
already doing that at this time.

Discussion Parking requirements in commercial zoning

Mr. Harper said there had been at least three occasions lately where the requirements for general commercial parking has caused a problem.  Mr. Harper said he would ask the Board to have Mr. Camp revisit the requirements on the parking.

Mr. Camp said he felt like there was room in the ordinance for more flexibility to be given to the parking requirement and he would rel
ay that to the Planning Commission.

Mr. Gentry said the Planning Commission did discuss the parking requirements briefly at the last work session and they felt it was important to revisit.

Mr. Harper asked Mr. Camp take this back to the Planning Commission.

On motion of Mr. Spencer, seconded by Mr. Gentry, which carried a vote of 7-0, the Board agreed to have the Planning Commission look into the parking requirements for commercial zoning.

COMMITTEE REPORTS

Mr. Harper said if the Board agreed they would set a date for the joint meeting with Fluvanna.

Mr. Lintecum said if the Board wanted to advertise the staff would need time to advertise.

Mr. Byers said as part of the study the county was conducting on CSA he had the privilege of going to Hampton to see the
ir best court practices.  Mr. Byers said the county was expecting a report in 90 days and he thought it would be about four months before the report would come back before the Board.  

Mr. Wright said it wasnt realistic to set an artificial date just to try
get it done.  Mr. Wright said there was a lot coming out of the work study group and the group consisted of people from many different background.  

Mr. Wright said a lot things were coming up that didnt come up in the Fluvanna report.  Mr. Wright said he would like the Board to back off the 90 day and go to what ever time was felt necessary within that group.

Mr. Harper asked if Board agreed that report be done in mid-March.  

Mr. Spencer said he agreed with Mr. Wright, the CSA study wasnt something to be rushed.

It was the consensus of the
Board the study be complete by mid-March.

Mr. Barnes said there
were concerns with construction projects being hard to come by.  Mr. Barnes said he would like to Board to see what they could do to encourage the use of local contractors.  Mr. Barnes said he knew there were limitations because of the procurement act.  Mr. Barnes said he would like see Louisa be innovative and go out on the limb and do something that no one else had.

On motion of Mr. Barnes, seconded by Mr. Spencer, which was carried by a vote of 7-0, the Board voted for staff to conduct a study on the bid process and for the County Administrator to form an open contractor workshop to give local contractors the opportunity to offer comments to determine what the county could do to ease the burden on the local business community.

Mr. Spencer said he didnt know what happen but when the Betty Queen Center was  built 90 percent of the contractors were local.

Mr. Spencer said he and Mr. Gentry went to a meeting in Culpeper with VDOT and
it wouldnt be long before Louisa would be dialing an 800 number to reach VDOT.  Mr. Spencer said they discussed closing down residencies in the rural areas.

Mr. Gentry said he question
ed the VDOT Commissioner David Ekern about closing the Louisa residency and tried to explain why it was so important.  Mr. Gentry said Mr. Ekern was reluctant to take a position on the secondary road system devolution.

BOARD APPOINTMENTS

Mr. Wright stated he would like to appoint Mr. Tony Fernandez to the Workforce Investment Board.  

        On motion of Mr. Wright, seconded by Mr. Barnes, which carried by a vote of 7-0, the Board appointed Mr. Tony Fernandez to the Workforce Investment Board.

COUNTY ADMINISTRATORS REPORT

Customer Service Satisfaction Survey

Ms. Sherry Vena introduced the customer service satisfaction survey committee members that were at the meeting, which included; Ms. Gloria Layne, Ms. Nancy Pleasants, Ms. Pam Vaughan, Mr. Jeremy Camp and Mr. Dan Byers.  Ms Vena said the committee included a broad spectrum of employees, county employees, two constitutional Officers, representatives from the health department, a member from the Board of Supervisors and most likely that Social Services would participate as well.  Ms. Vena said the committee recognized it would be an on-going program that possibly would require revisions and status updates from time to time.

Ms. Vena stated the committee also thought it would be best to “start small” so
a pilot program would be implemented.  Ms. Vena said they expect 20-25 returned surveys
with the pilot program.  Ms Vena said the committee would collectively review and analyze the data and then report the results to the Board of Supervisors and Department Heads.

Ms. Vena said the committee expect
ed the training to be an ongoing process that would provide a tool for open communication and constructive feedback for everyone.

Mr. Havasy asked if the committee thought the survey was fair to all the departments.

Mr. Havasy said there some departments the citizens would not get good answers they wanted and therefore may get bad comments on the survey.  Mr. Havasy said peoples attitudes would determine how they would answer the survey not necessarily how they were treated.  Mr. Havasy said he happy there would be a pilot program.

Mr. Byers said he thought it was necessary to get some
type tool to get constructive input from citizens.  

Mr. Byers said just one part
of the survey was customer satisfaction and rest was to remind the staff that customer service was a major piece of what was done here at the county and people could not get the service provided here anywhere else.

Mr. Barnes asked if Mr. Mullen had the opportunity to look over the questions.

Mr. Mullen said yes he had.  

Mr. Barnes said he hope
d the forms would also be available in electronically.

Ms. Vena said she really understood Mr. Havasy concern
s and that it was really important for the committee to do their job once the surveys were received.

Mr. Havasy asked would all the surveys have signatures.  Ms. Vena said if they
were talking about specific issues.

Mr. Gentry said he was a strong believer
of quality customer service.  Mr. Gentry said he was interested in how the surveys would be used so he was glad there would be a pilot program.

Mr. Barnes excused himself and left his seat at the podium at 7:09 p.m. Mr. Barnes did not participate in debate or discussion.

CONSENT AGENDA ITEMS

Resolution Authorizing a supplemental appropriation for the Sheriffs Office for K-9 program

        On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-0, with Mr. Barnes abstaining, the Board adopted a resolution authorizing a supplemental appropriation for the Sheriffs Office for K-9 program.

Resolution Authorizing a supplemental appropriation for the CIP for funds donated

        On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-0, with Mr. Barnes abstaining, the Board adopted a resolution authorizing a supplemental appropriation for the CIP for funds donated.

Resolution - To take five (5) streets in the Reedy Creek Subdivision into the Secondary System of Highways in Louisa County, Virginia

        On motion of Mr. Spencer, seconded by Mr. Gentry, which carried by a vote of 6-0, with Mr. Barnes abstaining, the Board adopted a resolution to take five (5) streets in the Reedy Creek Subdivision into the Secondary System of Highways in Louisa County, Virginia.

Mr. Barnes returned to
his seat at the podium after adoption of the consent agenda at 7:10 p.m.

APPROVAL OF BILLS

Mr. Byers asked Chief Dube what was the mountain valley tower service.  Chief Dube said that was to complete an amateur radio project.  Chief Dube said they provided the county free radio service in emergencies.  Chief Dube said they needed an antenna put on the tower.

        On motion of Mr. Wright, seconded by Mr. Spencer, which carried by a vote of 7-0, with Mr. Gentry and Mr. Barnes abstaining from billing pertaining to themselves, the Board adopted a resolution approving the bills for the first of December 2008 for the County of Louisa in the amount of $364,923.74.

APPROVAL OF MINUTES

        On motion of Mr. Byers, seconded by Mr. Barnes, which carried by a vote of 6-0-1, with Mr. Wright abstaining because he was absent at that meeting, the Board adopted the minutes of the December 1, 2008 meeting.

Mr. Harper said there were three boy scouts present at the meeting who were working on their citizenship and community merit badge.

LEGAL

On motion of Mr. Wright, seconded by Mr. Spencer, which was carried by a vote of 7-0, the Board appointed Dale Mullen, County Attorney as the interim County Administrator.

Mr. Byers asked if additional counsel was needed would that be a problem.  Mr. Harper said that had already been arranged.

Mr. Barnes said enjoyed working with Mr. Lintecum.

ADJOURNMENT

On motion of Mr. Byers, seconded by Mr. Spencer, which carried by a vote of 7-0, the Board voted to adjourn the December 15, 2008 meeting at 7:15 p.m.

BY ORDER OF


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