The Wise County Board of Supervisors met in a Regular meeting on Thursday, July 9, 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 Ronald L. Shortt
Honorable Steve Bates
Honorable Robert R. Adkins
Honorable Fred Luntsford, members of said Board and,
Shannon C. Scott – County Administrator
David L. Cox – Finance Director
Karen T. Mullins – County Attorney
Annette Underwood – Executive Secretary
T. G. Branson led in prayer.
All led in the pledge of allegiance to the flag.
A motion was made by Bob Adkins, seconded by Virginia Meador, to approve the minutes as presented. The motion was unanimously approved.
A motion was made by Ronnie Shortt, seconded by Dana Kilgore, to approve the agenda as presented. The motion was unanimously approved.
IN RE: ROADS & HIGHWAYS
There were no VDOT remarks from Residency Administrator T. G. Branson.
Supervisor Meador asked if Mr. Branson had been questioned regarding the water problem on the Saw Mill Hollow located on US 23 on Indian Creek.
There was a general discussion on the water problem that has been ongoing on the Saw Mill Hollow Road on Indian Creek near the Flea Market. It was noted during the discussion at the Workshop meeting that this water problem did not start until after the Flea Market was set up in front of the homes located on the Saw Mill Hollow Road.
Supervisor Luntsford stated that the County has been very actively involved in trying to solve this problem. The property owner was asked to get R-O-W agreements from the neighbors and the problem would have been solved. That was not done and the problem still exists.
Mr. Branson noted that this problem is off State R-O-W but he would be willing to look at the situation again and give advice if needed.
Supervisor Kilgore suggested getting in touch with DCR and get their opinion of who is at fault with the drainage and possibly give advice on how to solve the matter.
Administrator Scott was directed to contact DCR for assistance in getting this problem solved.
Chairman Robbins asked for “Watch for Children” signs on Coeburn Mountain Road.
Supervisor Shortt asked for “Watch for Children” signs on Guest River in the area of Presley Trucking.
Board members provided needs in their districts for VDOT review and response.
IN RE: RESOLUTION – REVENUE SHARING PROGRAM
A motion was made by Bob Adkins, seconded by J. H. Rivers, to approve the resolution supporting the application for an allocation of $1,100,000 through the Virginia Department of Transportation FY 2009-10 Revenue Sharing Program. The motion was unanimously approved.
RESOLUTION # 2009
(Said resolution is on file in the County Administrator’s Office)
IN RE: RESOLUTION – AMENDMENT TO THE ANNUAL COAL & GAS ROAD PLAN FOR FY 2009-10
A motion was made by J. H. Rivers, seconded by Virginia Meador, to adopt the resolution approving an amendment to the Annual Coal & Gas Road Plan for FY 2009-10. The motion was unanimously approved.
RESOLUTION # 2009
(Said resolution is on file in the County Administrator’s Office)
There being no one to speak during public expression, the public expression period was closed.
IN RE: CONSENT AGENDA
A motion was made by Bob Adkins, seconded by Ronnie Shortt, to approve the consent agenda as follows:
IN RE: RENTAL LEASE FOR SHERIFF INVESTIGATORS
Approved renewal of the Rental Lease Agreement between Karen T. Mullins, Landlord, and the Board of Supervisors for the building and garage located on Nottingham Avenue in Wise for a term beginning July 1, 2009 and ending June 30, 2010.
IN RE: APPROPRIATIONS
Approved 1st Quarter appropriations
The motion to approve the consent agenda was unanimously approved.
IN RE: FOOD BANK - RFP
A motion was made by Virginia Meador, seconded by Dana Kilgore, to authorize the advertisement of an RFP for a Food Bank Distribution Organization. The motion was unanimously approved.
IN RE: HEALTH DEPARTMENT HVAC
A motion was made by Dana Kilgore, seconded by Ronnie Shortt, to approve the Contract for Design on the Health Department building HVAC with ATS/KTA as negotiated.
John Ponish, representing ATS, advised the Board that the estimated cost for the total HVAC project is $636,000 which is $136,000 above the budgeted amount of $500,000.
Administrator Scott explained that during the budget process the $500,000 was an estimated cost for the HVAC only. Since then, the architectural firms that looked at the building have recommended that the ceiling tiles, the ceiling grid, and the light fixtures be replaced. A committee of five reviewed and evaluated the RFP’s that were received and it was recommended that these items be replaced since the building is now thirty years old.
Mr. Ponish explained that in past experience with renovation projects needing extensive mechanical improvements, approximately 75% do not work and need to be replaced. He further explained the process for replacing these fixtures and the reasoning for doing so. There is a possibility that some of the items may not have to be replaced which will make the project cost less.
Mr. Ponish mentioned that the cleanup has not been included in this price if that were to be an issue. However, there has been some contingency funds built in that could cover unexpected costs such as this. There are several hundred holes between the block on the exterior of the building which has allowed insects and animals an entrance to the ceiling, and over the years this has become an enormous problem. It was his recommendation that the sealing of these holes be a part of this project.
In approximately one week, a pre-bid cost estimated can be brought before the Committee for review. As the design is tightened, it’s possible that the project cost will be reduced. He recommended setting aside some contingency funds for unexpected costs which would save time in getting the work completed without having to wait for Board approval on additional needs. These funds are in control of the County not the contractor. Also, there is a possibility of change orders being needed.
Finance Administrator David Cox advised the Board that once the pre-bid cost has been identified, he will present a budget amendment for the difference which will come from the unreserved fund balance.
The motion was unanimously approved.
IN RE: E-911 ROAD NAME
A public hearing was held on July 2, 2009 to receive citizens’ comments regarding the addition of an E-911 road name as presented. There was no opposition to the proposed name.
A motion was made by Dana Kilgore, seconded by Ronnie Shortt, to approve the E-911 road name addition as presented. The motion was unanimously approved.
(Said name is on file in the County Administrator’s Office)
IN RE: MOU – RECLAIMED RESOURCES, INC.
Administrator Scott provided the Board with a MOU (draft #3) regarding Reclaimed Resources, Inc. (RRI) which the County Attorney has made changes to as of today. This revised MOU has been sent to RRI for review and no response has been received as of this afternoon. Due to these last minute changes, Mr. Scott suggested that the Board revisit this item at a recessed meeting or at the August meeting which will allow the staff to have more detailed information for review.
Supervisor Shortt stated that the Board of Supervisors is definitely interested in this project and wants to see it come about. However, the Board needs to be well informed and know what it is committing itself too before making a decision that will affect Wise County citizens. With that being said, a motion was made by Ronnie Shortt, seconded by Virginia Meador, to table any action on this MOU until August 6, 2009 at 5:00 p.m. prior to the August Workshop. The motion was unanimously approved.
Board members expressed the need for caution on making any quick decisions on this project since it is new and there being so many unknowns regarding the facility. It was also mentioned that it has just been brought to the Board’s attention that the County will be asked for a financial commitment.
Supervisor Rivers asked for a specific dollar amount that has been requested and where that money will come from.
The motion to table any action on this MOU until August 6, 2009 at 5:00 p.m. was unanimously approved.
IN RE: APPOINTMENT – LONESOME PINE YOUTH SERVICES BOARD
A motion was made by Virginia Meador, seconded by J. H. Rivers, to reappoint Cecilia Robinette to the Lonesome Pine Youth Services Board for a term of four (4) years. The motion was unanimously approved.
IN RE: APPOINTMENT –MERBI
Ronnie Shortt nominated John Peace for reappointment to the MERBI Board.
J. H. Rivers nominated Daniel Rollins.
J. H. Rivers made a motion that nominations cease. Ronnie Shortt seconded the motion. The motion was unanimously approved.
Chairman Robbins asked for a vote on reappointing John Peace to the MERBI Board.
Aye- Ronnie Shortt Nay- Virginia Meador
Steve Bates Dana Kilgore
Fred Luntsford Bob Adkins
J. H. Rivers
Chairman Robbins asked for a vote to appoint Daniel Rollins to the MERBI Board.
Aye- Virginia Meador Nay- Ronnie Shortt
Bob Adkins Steve Bates
J. H. Rivers Fred Luntsford
Abstain: Robby Robbins
IN RE: APPOINTMENT – PSA
A motion was made by J. H. Rivers, seconded by Virginia Meador, to reappoint Ralph Gilley to the PSA Board for a term of four (4) years. The motion was unanimously approved.
IN RE: APPOINTMENT – MECC BOARD
A motion was made by J. H. Rivers, seconded by Virginia Meador, to appoint Robert H. Tuck to the MECC Board for a term of four (4) years. The motion was unanimously approved.
A motion was made by J. H. Rivers, seconded by Virginia Meador, to table the reappointment of Harry Meador III for one month. The motion was unanimously approved.
A motion was made by Steve Bates, seconded by Bob Adkins, to reappoint Dan Roop to the MECC Board for a term of four (4) years. The motion was unanimously approved.
COUNTY ADMINISTRATOR’S REPORT
Administrator Scott reminded the Board that the visit to Mount Storm wind facility is scheduled for Thursday, July 30, 2009. An agenda will be forthcoming.
There were brief comments from Board members.
Supervisor Rivers suggested offering Dr. Perry an opportunity, as soon as possible, to make a presentation before the Board regarding the School Board’s decision on consolidation. In conjunction with or separation from that presentation, the Board must look at its current debt policy which will help the Board to determine the amount of money that can be loaned to the School Board. He asked Finance Administrator Cox to put some dollar amounts beside that, and make a presentation to the Board. In addition to what the current debt policy would allow the Board to do, would not be enough to support the School System needs. At that same meeting, he asked that Mr. Cox give the Board a recommendation on what the debt limit is. This would include all future and present County debt, not just school consolidation. He asked that the Board consider having one meeting for the School Board presentation and a presentation on the County’s current debt service policy limit and discuss whether or not to modify that debt service to a higher limit. He further asked that the Board consider having a recessed meeting in August to hear these presentations.
A motion was made by J. H. Rivers, seconded by Dana Kilgore, to recess this meeting until 5:00 p.m. on Thursday, August 6, 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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