Board of Supervisors - August 8, 2013 Regular Meeting

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The Wise County Board of Supervisors met in a Regular Meeting on August, 8, 2013 at 6:00 PM in the Board of Supervisors meeting room located in the Wise County Courthouse.  The following members were present:

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

PRAYER

Bob Adkins led in prayer.

PLEDGE

All led in the pledge of allegiance to the flag.

MINUTES

A motion was made by Fred Luntsford, seconded by Virginia Meador, to approve the minutes as presented.  The motion was unanimously approved.

AGENDA

A motion was made by Ronnie Shortt, seconded by Fred Luntsford, to approve the agenda as presented to include items in red.  The motion was unanimously approved.

ROADS AND HIGHWAYS

Supervisor Shortt asked that VDOT be contacted regarding the need to cut brush back on the road way in the Rocky Fork section.

Supervisor Rivers asked that VDOT be made aware that on south bound 23 on Norton/Coeburn Road, near Hardies, in the median between the north and south bound lane, there is a bad drainage problem.

TREASURER’S ASSOCIATION PRESIDENT’S AWARD

Wise County Treasurer Delores Smith was presented a resolution recognizing her recent receipt of the Treasurer’s Association President’s Award.

Ms. Smith introduced her staff stating that they were instrumental in her winning this award and without them that would not have happened.

IN RE:  JUSTICE CENTER UPDATE

Carl Snodgrass addressed the Board with an overview of Phase 1 of the Justice Center Project, which includes the 911 dispatch, processing, and magistrate for a total of 7634 sq. feet.  This portion of the project has been completed and occupied for several months.  The Board authorized Phase 2, which includes the re-location of the EOC, all the Sheriff’s Offices, Registrar and Litter Control Operations with warehouse space to be shared with the Maintenance Department.  The proposed completion date for Phase 2 has been set for August 16, 2013.  

Mr. Snodgrass asked the Board for an additional appropriation of up to $35,000 to paint the exterior of the building and a sign listing the various offices within the Center.

Financial Administrator Cox noted that there may be some potential grant funding to help with the cost of the signage.

Supervisor Rivers made a motion that the agenda be modified to add, under new business, this request for funding for the signage and paint for the Justice Center.  Virginia Meador seconded the motion.  The motion was unanimously approved.

IN RE:  NASA DEVELOP WISE TEAM

This summer the NASA DEVELOP Wise Team was able to aid decision makers in Virginia, Rwanda, and Mexico by using NASA and other international space agencies remote sensing satellites.  The team was able to assess the areas fit for solar energy in Rwanda, predict ecological forecasting events for Rwanda as well, evaluate and improve the fire detection system for Coahuila, Mexico and compare old and new burning technologies in local power plants.

The NASA DEVELOP Wise Team provided the Board with a power point presentation on how the use of this satellite systems were applied in the case studies as mentioned, and how the data was processed and turned into useful easy to understand facts and figures as well as its application in models that will greatly benefit the people living in the study areas.

IN RE:  CONSENT AGENDA

A motion was made by Robby Robbins, seconded by Steve Bates, to approve the consent agenda as follows:

IN RE:   EMERGENCY OPERATIONS PLAN

Ratified the resolution approving the Emergency Operations Plan as presented

 IN RE:  RESOLUTION HONORING DELORES SMITH

Approved the resolution honoring Delores Smith for her receipt of the Treasurer’s Association President’s Award

RESOLUTION #           2013

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

IN RE:  RESOLUTION DHCD COMMUNITY BLOCK GRANT FUNDS

Approved the resolution regarding the appropriation of $700,000 Community Development Block Grant Funds

RESOLUTION #     2013

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

IN RE:  LEASE AGREEMENT – TOWN OF WISE – ANTENNA

Approved the non-exclusive Antenna Lease Agreement between the Town of Wise and the County of Wise

The motion to approve the consent agenda was unanimously approved.

IN RE:  BLACKWOOD LANDFILL PHASE IVB EXPANSION CHANGE ORDER

A motion was made by Fred Luntsford, seconded by Robby Robbins, to approve change order #2 for the Blackwood Landfill Phase IVB Expansion as presented.  The motion was unanimously approved.

IN RE:  MECC – COLLEGE WAY ACCESS ROAD  CHANGE ORDER

A motion was made by Virginia Meador, seconded by J. H. Rivers, to approve change order #1 for the MECC College Way Access Road as presented.  The motion was unanimously approved.

IN RE:  RESOLUTION TOWN OF WISE SIDEWALK PROJECT

A motion was made by Steve Bates, seconded by Ronnie Shortt, to approve the resolution conveying permanent public sidewalk easement and right-of-way to the Town of Wise.  The motion was unanimously approved.

RESOLUTION #        2013

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

IN RE:  VIRGINIA LOCAL DISABILITY PROGRAM

Finance Administrator David Cox explained the information from the VRS website in regard to the  Virginia Local Disability Program that is mandated for all full-time employees hired after January 1, 2014, which will also be enrolled in the VRS Hybrid Retirement Plan.  A resolution is required if the Board wishes to opt-out and this decision would be irrevocable.  No action is required if the Board decides to stay with the VRS Plan.

The original deadline was September 1 but due to VRS providing later information and indications from VACo and other counties that need time to evaluate options, an extension of time is being offered until November 1.

Mr. Cox recommended asking for the extension and he will present comparative plans at the September meeting for the Board to make a decision at that time or wait until the October meeting to make a final decision.

After discussion, a motion was made by Robby Robbins, seconded by Ronnie Shortt, to table this item until the September meeting for further information.  The motion was unanimously approved.

IN RE:  BUDGET AMENDMENTS

A motion was made by Ronnie Shortt, seconded by Virginia Meador, to approve budget amendments #1 & #2 as presented.  The motion was unanimously approved.

IN RE:  FIRE AND RESCUE ANNUAL FUNDS

Finance Administrator Cox stated that the County is currently going through a Fire and EMS Study for Wise County.  Normally, each organization receives a full year contribution from the County in late July or early August.  However, he would recommend that ½ of the funds be distributed now and the Board consider a reallocation of funds based upon the outcome of the study, which will be available in late December or early January.  The remaining half could then be distributed sometime in late January or early February.

His reasoning for this recommendation is that it is his understanding that the evaluator has commented that there appears to be inequity in the allocation of funds based upon preliminary information.  Since this is a possibility, he recommended that the Board consider reallocating the 2nd half payment based on the independent study being completed by the Study Committee.

Additionally, he asked the Board’s input on the amount of funding that the County is providing to the Coeburn Fire Department.  The County has provided both fire and rescue funds to that department for some time.  It has been questioned as to whether or not that is a fair distribution of funds since the Coeburn Fire Department has no rescue squad at this time.

There was some discussion as to the effect this method of payment would have on the cash flow for the departments.  Also, with the anticipation that these funds would be forthcoming as usual, payment scheduling has probably been set up accordingly.  Board members agreed that this method of payment would be best considered in next year’s budget to allow time to make the departments’ award of the contribution change.

A motion was made by J. H. Rivers, seconded by Robby Robbins, to proceed with a full year contribution to the Fire and Rescue departments for this budget year.  The motion was unanimously approved.

IN RE:  JUSTICE CENTER ADDITIONAL FUNDING

A motion was made by J. H. Rivers, seconded by Robby Robbins, to approve an amount of funds not to exceed $35,000 for signage and paint for the Justice Center.  The motion was unanimously approved.

IN RE:  APPOINTMENT COMMUNITY POLICY AND MANAGEMENT BOARD

Fred Luntsford nominated John McCarroll, Jr. to the Community Policy & Management Board for a term of four (4) years.  

Ronnie Shortt made a motion that nominations cease.  The motion was unanimously approved.
John McCarroll, Jr. was appointed by acclamation.

IN RE:  APPOINTMENT MOUNTAIN EMPIRE COMMUNITY COLLEGE ADVISORY BOARD

A motion was made by Virginia Meador, seconded by J. H. Rivers, to re-appoint Roy Dennis Sturgill to the Mountain Empire Community College Advisory Board for a term of four (4) years.  The motion was unanimously approved.

IN RE:  APPOINTMENT WISE COUNTY TOURISM COMMITTEE

A motion was made by Fred Luntsford, seconded by Ronnie Shortt, to re-appoint April Burke to the Wise County Tourism Committee for a term of four (4) years.  The motion was unanimously approved.

A motion was made by Virginia Meador, seconded by J. H. Rivers, to re-appoint Stan Botts to the Wise County Tourism Committee for a term of four (4) years.  The motion was unanimously approved.

A motion was made by Steve Bates, seconded by Bob Adkins, to re-appoint Roddy Addington to the Wise County Tourism Committee for a term of four (4) years.  The motion was unanimously approved.

IN RE:  APPOINTMENT COMMUNITY CRIMINAL JUSTICE BOARD

A motion was made by Ronnie Shortt, seconded by Fred Luntsford, to re-appoint David Cox to the Community Criminal Justice Board for a term of two (2) years.  The motion was unanimously approved.

IN RE:  BLACKWOOD LANDFILL GROUNDWATER MOTORING REPORT

A motion was made by Dana Kilgore, seconded by Robby Robbins, to authorize the execution of the Semi-Annual 2013 Groundwater Motoring Report for the Blackwood Landfill as presented.  The motion was unanimously approved.

IN RE:  SOLID WASTE MANAGEMENT PLAN RFP

A motion was made by Ronnie Shortt, seconded by Fred Luntsford, to authorize the advertisement for an RFP for an engineering firm to prepare a five-year Solid Waste Management Plan for Wise County.  The motion was unanimously approved.

BREAK

The Board took a brief break at 7:05 PM
The meeting reconvened at 7:12 PM
Supervisor Meador asked that the agenda be amended to add a resolution for the Outdoor Drama’s 50th year anniversary.

IN RE:  AGENDA  AMENDMENT

A motion was made by J. H. Rivers, seconded by Virginia Meador, that the agenda be amended to add a resolution for the Outdoor Drama’s 50th anniversary.  The motion was unanimously approved.

IN RE:  RESOLUTION LONESOME PINE OUTDOOR DRAMA ANNIVERSARY

A motion was made by Robby Robbins, seconded by J. H Rivers, to approve the resolution recognizing the 50th season of The Trail of the Lonesome Pine Outdoor Drama.  The motion was unanimously approved.

RESOLUTION #        2013

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

IN RE:  RESOLUTIONS HONORING BARBARA  POLLY AND JACK McCLANAHAN

A motion was made by Virginia Meador seconded by J. H. Rivers, to approve resolutions honoring Barbara Polly and Jack McClanahan.  The motion was unanimously approved.

RESOLUTION #         2013

RESOLUTION #        2013

(Said resolutions are on file in the County Administrator’s Office)

IN RE:  CLOSED SESSION

A motion was made by Robby Robbins, seconded by Dana Kilgore, to go into closed session to discuss the following items as permitted by the Code of Virginia:

  • Section 2.2-3711(A)(6)  Investing of public funds

      •   (A)(7) Consultation with legal counsel

      •   (A)(1) Personnel

The motion was unanimously approved.

After closed session, a motion was made by Fred Luntsford, seconded by Ronnie Shortt, to reconvene the regular meeting.  The motion was unanimously approved.

Secretary Underwood read the certification for closed meeting.

A motion was made by Robby Robbins, seconded by J. H. Rivers, to approve the resolution verifying matters discussed while in closed session.  The motion was unanimously approved by roll call vote.

RESOLUTION #           2013

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

IN RE:  INCENTIVE REQUEST – SHERIFF’S DEPARTMENT

A motion was made by Dana Kilgore, seconded by Steve Bates, to approve the incentive request for the Sheriff’s Office employee as presented.  The motion was unanimously approved.

BOARD COMMENTS

There were few comments from Board members.

ADJOURN

There being no further business, a motion was made by Ronnie Shortt, seconded by Robby Robbins, to adjourn the meeting.  The motion was unanimously approved.

ATTEST:                                                                                       WISE COUNTY BOARD OF SUPERVISORS

 

______________________________________                           ______________________________________
Shannon C. Scott, Clerk                                                                 Robert R. Adkins, Chairman

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