Board of Supervisors - May 14, 2009 Regular Meeting

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The Wise County Board of Supervisors met in a Regular meeting on Thursday, May 14, 2009 at 6:00 p.m. in the Board of Supervisors meeting room located in the Wise County courthouse.  The following were present:

Honorable Robert E. Robbins, Jr. – Chairman
Honorable J. H. Rivers – Vice-Chairman
Honorable Virginia Meador
Honorable Dana Kilgore
Honorable Fred Luntsford
Honorable Ronald L. Shortt
Honorable Steve Bates
Honorable Robert R. Adkins – members of said Board and
Shannon C. Scott – County Administrator
Karen T. Mullins – County Attorney
Annette Underwood – Executive Secretary

ABSENT

David L. Cox – Finance Administrator

PRAYER

T. G. Branson led in prayer.

PLEDGE

All led in the pledge of allegiance to the flag.

MINUTES

A motion was made by J. H. Rivers, seconded by Virginia Meador, to approve the minutes as presented.  The motion was unanimously approved.

IN RE:  AGENDA

Supervisor Kilgore asked that the budget amendments be moved from the consent agenda to new business for discussion.

A motion was made by Dana Kilgore, seconded by J. H. Rivers, to approve the agenda as presented with the budget amendments being moved from the consent agenda and placed under New Business for discussion.  The motion was unanimously approved.

IN RE:  PRESENTATION – ANDREW RUSSELL MULLINS

Chairman Robbins presented to Andrew Russell Mullins a resolution adopted by the Board of Supervisors commending him upon earning the rank of Eagle Scout.

Mr. Russell thanked the Board for the resolution and all those who helped him during his time of completing the tasks for the rank of Eagle Scout.

IN RE:  MECC UPDATE

Dr. Terrance Suarez provided the Board with an update on the activities and the programs offered to students at MECC.  He announced the grand opening of the MECC Entrepreneur Center located at the Pioneer Center in Duffield.

IN RE:  BLACKWOOD LANDFILL – PHASE IV UPDATE

Bill King presented a power point presentation on the Preliminary Design for the Phase IV-A Blackwood landfill expansion to assist the County in planning for the next phase of development.

The purpose of this preliminary design report is to investigate, from a preliminary viewpoint, the compaction rate that is currently being achieved at the landfill, and to determine the extent and cost of the Phase IV-A development required to meet the County’s solid waste disposal needs for the next 10 years.

In order to continue with the current mode of operation at the landfill, there needs to be an expansion into phase IV and this expansion needs to be designed, permitted and constructed by the end of 2010.  The preliminary design report was completed in April and was presented to the County at that time.  Utilizing this survey and the previous topographic survey which was performed in October 2005, a comparison was performed to determine the amount of airspace which has been utilized at the landfill between October 2005 and January 2009.  The comparison indicated that approximately 65,000 cubic yards of airspace had been utilized for waste disposal.  Based upon the 65,000 cubic yards of airspace utilized and the disposal of 74,000 tons of solid waste, it has been determined that the County is currently achieving an average compaction rate of approximately 2,400 pounds per cubic yard.  This compaction rate is considered to be above average and is most likely attributed to efficient operations of the landfill.  The landfill operators are to be commended.  Mr. King praised the efforts of Jackie Darter to maximize the use of the landfill space.

Given the size of the Phase IV disposal area of approximately 14 acres, and the solid waste tonnages being received at the Blackwood Landfill, development of the Phase IV disposal area will be undertaken in sub-phases with Phase IV-A being the first sub-phase constructed.  Phase IV-A will consist of approximately 5.5 acres, or approximately 39% of the total Phase IV foot print.  It has been determined that Phase IV-A will have a life expectancy of approximately 10 years and 1 month which would result in Phase IV-A reaching capacity in early 2021( assuming commencement of landfill operations in Phase IV-A by January 1, 2011).

T&L will seek to permit the entire Phase IV area and construct only in Phase IV-A.

Mr. King reviewed the two base liner system systems that were evaluated for use in the Phase IV-A disposal area; one being a Conventional Liner System and the other an Alternate Liner System. 

The utilization of the Conventional Liner System requires that a source of high quality clay be procured by either the County or the Contractor.  It is known that clay materials meeting the required quality standard are not readily available in the near vicinity of the landfill and must be brought to the landfill from Powell Valley or beyond.  There are several factors associated with the Conventional Liner System which add risk and the potential for additional cost to the construction of the Phase IV-A expansion area.  The estimated cost for the Conventional Liner is $3,652,685.

An RFP was advertised for anyone in the County that was interested in providing their property for uses of a borrowed site.  There were some responses from property owners in Powell Valley.  However, their property was not situated in the lime stone where the high quality clay is found. 

There were responses on the Alternate Liner from property owners in the vicinity of the landfill and a series of tests were made to measure the permeability to ascertain the quality of the clay.  Nine tests were made and each one of them easily meets the requirements for the Alternate Liner.  The estimated cost for the Alternative liner is $3,298,760.

The cost associated with Alternative 1 – Conventional Liner System assumes that the clay liner material will be obtained from a borrow site in Powell Valley.  The cost associated with Alternative 2 – Alternate Liner System assumes that the clay liner material will be obtained from a borrow site in close proximity to the landfill, with the clay material and any associated cover material being excavated and stockpiled at the landfill that can be used for daily cover material throughout the life of the landfill.  Also, that overburden will be used to construct the sub-base of the landfill.  Additionally, both of these estimates include $560,000 for a gravity sewer system, a sewage pump station with overflow tank, and a sewer force main which will provide for the collection and disposal of leachate from the Phase IV-A disposal area.  It should be noted that these facilities will also be designed to provide for the collection and disposal of leachate for all planned future phases of landfill development.

In comparison of the two liner, the Alternate Liner System is $600,000 cheaper than the  Conventional Liner System.

T&L’s recommendation, based upon the base liner systems evaluated, is that the utilization of an Alternate Liner System in the Phase IV disposal area would be the most cost-effective and that it be done in multiple packages as follows:

  • Early Site Package (Landfill sub-base and grading, creating stock pile of daily cover material.  Also, remove the clay liner material itself and stock pile next to the landfill)
  • Final Package (The actual construction of the liner system itself and the sewer system)

Mr. King asked that the Board, at its next meeting, consider authorizing T&L to proceed in the Early Site Package that consist of the design and construction for which a contract has already been submitted to the Board.  The design would take place in the month of June, advertise for bids in July, award contract in August, and finish in November.

The Final Package, as presented at this meeting, if it’s the Board’s pleasure to proceed in this direction, would need to authorize T&L at its next meeting, to develop the Final Site Package which is the major permit modification from DEQ.  That would be done between May and September.  Six months have been budgeted for DEQ review and approval.  Advertisement for construction would be done next spring of 2010.

Regarding funding for the project, T&L has made contact with VRA, on behalf of the County, to discuss financing options for the Phase IV-A landfill expansion project.  Based upon the project schedule for the landfill liner construction (Spring/Summer 2010), VRA has indicated that the project should be included in the Spring 2010 bond pool which has an application deadline of March 12, 2010.      

Mr. King noted that if the Board is considering an Ethanol Plant they may want to consider certain issues regarding the Plant.  He listed the following:

  • Review the Business Plan
  • Cost to the County such as transportation to the plant itself
  • Charge for Tipping fee
  • Ongoing landfill cost
  • Explore how minimum tonnage will be achieved (A plant needs between 500 /1500 tons per day)  Since the County contributes approximately 200 tons per days, where would the balance of the required tonnage come from)
  • What would the timing commitments be
  • What would the landfill requirements be with the Ethanol Plant

There was some discussion on the clay and its availability for the landfill needs.

IN RE:  JUSTICE ASSISTANCE GRANT – SHERIFF’S DEPARTMENT

There was no public input regarding the Justice Assistance Grant for the Rural Curriculum & Firearms Range Enhancement Initiative.

IN RE:  PUBLIC EXPRESSION

Jettie Hess, a resident of Big Stone Gap, spoke on behalf of the Friends of the Museum, inviting the Board to attend the Third Annual event of “Gathering in the Gap” on Saturday, May 23, 2009 in Big Stone Gap.  She also thanked the Board for its continued financial assistance.

Mr. Shepherd, a resident of St. Paul, voiced his opposition to the proposed school consolidation and was concerned that St. Paul’s representative on the School Board was not heeding the voice of St. Paul residents.

Debbie Baca, a resident of St. Paul, approached the Board with a handout on her revised figures on the Wise County High School Consolidation Plan.  She addressed primarily the issues regarding St. Paul High School showing the difference in her facts and figures in comparison to those of Dr. Perry that were presented to the Board at an earlier meeting.  She stated that the School Board Administration’s Consolidation Plan is misleading, numbers have been manipulated to persuade and the majority of the report lacks validity.  The facts have been distorted and most of the plan presentation is, at the very best, subjective.

She asked the Board to study both plans that have been submitted to them, based upon accurate facts and figures, to assist them with a decision regarding consolidation.

St. Paul Mayor Kyle Fletcher provided the Board with information on the many ways St. Paul is a major asset to the economic growth of Wise County which includes the Virginia City Hybrid Energy Center.   He voiced his opposition to school consolidation.

There being no further comments, the public expression period was closed.

IN RE:  ROADS AND HIGHWAYS

Residency Administrator T. G. Branson addressed the Board with responses from last Board meeting.

Board members presented needs in their districts for VDOT review and response.

IN RE:  RESOLUTION SIX YEAR PLAN / SECONDARY SYSTEM CONSTRUCTION BUDGET

A joint public hearing was held on May 7, 2009, to receive public comments on the proposed Secondary Six-Year Plan for FY 2009/10 through 2014/16 in Wise County and on the Secondary System Construction Budget for FY 2009/10.

There was no opposition to the proposed Six Year Plan nor the Secondary System Construction Budget.

A motion was made by Bob Adkins, seconded by Virginia Meador, to adopt the resolution approving the Six Year Plan for Secondary Roads (2009/10 through 2014/15) and the Construction Priority List (2009/10) for Wise County.  The motion was unanimously approved.

RESOLUTION #                         2009

(Said resolution is on file in the County Administrator’s Office)

IN RE:  RESOLUTION – WATCH FOR CHILDREN SIGNS

A motion was made by J. H. Rivers, seconded by Virginia Meador, to approve the resolution requesting the Transportation Commissioner and the Virginia Department of Transportation Resident Engineer to install and maintain signs alerting motorists that children may be at play on Route 1006.  The motion was unanimously approved.

RESOLUTION #                         2009

(Said resolution is on file in the County Administrator’s Office)

IN RE:  CONSENT AGENDA

A motion was made by Ronnie Shortt, seconded by Bob Adkins, to approve the items under the consent agenda as follows:

IN RE:  PUBLIC HEARINGS

Set public hearing (June 4, 2009 @ 6:00 p.m.) on a request from the Wise County IDA to rezone 23.489 acres adjacent to the LP Airport & the LP Regional Business & Technology Park

Set public hearing (June 4, 2009 @ 6:00 p.m.) on a request from Maggard Leasing to rezone 24 acre tract of land located at the intersection of US 23 & South Fork Road, in Pound

IN RE:  TREASURER – CLOSE OF BANK ACCOUNTS

Approved Treasurer’s request to close the following bank accounts:

  • Strawberry Mountain Self-Help Water Project
  • South Fork and North Fork Water Project
  • Blackwood Landfill Enterprise Fund
  • Imboden Sewer Project Fund

IN RE:  PROCLAMATION – AMERICAN CANCER SOCIETY RELAY FOR LIFE

Approved the Proclamation proclaiming the 1st Friday of June as “Relay For Life Hope Day” in Wise County

IN RE:  RESOLUTION HONORING SHELCY MULLINS, SR

Approved resolution honoring Shelcy Mullins, Sr. for his contributions to Wise County and the Wise County Fairgrounds

RESOLUTION #                    2009

(Said resolution is on file in the County Administrator’s Office)

IN RE:  RESOLUTION – ANDREW RUSSELL MULLINS

Approved the resolution commending Andrew Russell Mullins upon earning the rank of Eagle Scout

RESOLUTION #                     2009

(Said resolution is on file in the County Administrator’s Office)

IN RE:  BUDGET AMENDMENTS #45 THRU #48

The budget amendments were placed under New Business for discussion.

The motion to approve the consent agenda excluding the budget amendments was unanimously approved

IN RE:  COAL SEVERANCE TAX RECEIPTS

This item will be discussed with the budget amendments.

IN RE:  ORDINANCE – ASSESSMENT FEE –COURTHOUSE CONSTRUCTION AND RENOVATIONS

A public hearing was held on May 7, 2009 to receive citizens input on a proposed ordinance regarding an assessment fee for courthouse construction/renovation.

There was no opposition to the proposed ordinance.

A motion was made by Bob Adkins, seconded by Steve Bates, to approve the Courthouse Assessment for Construction and Renovation Ordinance.  The motion was unanimously approved.

ORDINANCE #                           2009

(Said ordinance is on file in the County Administrator’s Office)

IN RE:  BUDGET AMENDMENTS #45 THRU #48

A motion was made by Bob Adkins, seconded by Steve Bates, to approve budget amendments #45 thru #47 as presented.  The motion was unanimously approved.

A motion was made by Dana Kilgore, seconded by Steve Bates, to hold consideration of budget amendment #48 until the June Meeting.  The motion was unanimously approved.

IN RE:  RESOLUTION AMENDMENT TO EMPLOYEE PERSONNEL POLICY

A motion was made by Ronnie Shortt, seconded by Bob Adkins, to approve the resolution amending the Employee Personnel Policy handbook regarding the maximum amount of accrued annual leave that an employee may carry over from one fiscal year to the next.  The motion was unanimously approved.

RESOLUTION #                   2009

(Said resolution is on file in the County Administrator’s Office)

IN RE:  HEALTH DEPARTMENT HVAC – RFP

A motion was made by Dana Kilgore, seconded by Ronnie Shortt, to authorize the advertisement of an RFP for the engineering design for the Health Department HVAC.  The motion was unanimously approved.

IN RE:  ORDINANCE - COYOTE CONTROL

Attorney Mullins asked the Board to consider placing this item on the June agenda to allow her more time to gather additional information on this subject since she has been receiving a lot of feed back from citizens on this proposed ordinance.

A motion was made by J. H. Rivers, seconded by Dana Kilgore, to place the Coyote Control Ordinance on the June agenda for further discussion.  The motion was unanimously approved.

IN RE:  APPOINTMENT – SOCIAL SERVICES BOARD

A motion was made by J. H. Rivers, seconded by Virginia Meador, to reappoint Diane R. Abbott to the Social Services Board for a term of four (4) years.  The motion was unanimously approved.

A motion was made by Robby Robbins, seconded by Dana Kilgore, to appoint J. D. Cassell to the Social Services Board for a term of four (4) years.  The motion was unanimously approved.

BOARD COMMENTS

There were few comments from the Board regarding upcoming events in the County.

RECESS

A motion was made by J. H. Rivers, seconded by Ronnie Shortt, to recess this meeting until 4:45 p.m. on Thursday, June 4, 2009.  The motion was unanimously approved.

ATTEST:                                                         WISE COUNTY BOARD OF SUPERVISORS

 

___________________________________  ______________________________________
Shannon C. Scott, Clerk                                               Robert E. Robbins, Jr., Chairman

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