Board of Supervisors - May 8, 2014 Regular Meeting

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 The Wise County Board of Supervisors met in a regular meeting on Thursday, May 8, 2014 at 6:00 PM in the Wise County School Board Education Center.  The following members were present:

Honorable Robert R. Adkins – Chairman
Honorable Virginia Meador – Vice-Chairman
Honorable Dana Kilgore
Honorable Robert E. Robbins, Jr.
Honorable J. H. Rivers
Honorable Fred Luntsford
Honorable Steve Bates
Honorable Ronald L. Shortt – 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

Adrian Dale led in prayer.

PLEDGE

All led in the pledge of allegiance to the flag.

MINUTES

Attorney Mullins noted a word change in the April 10 meeting under Resolution setting tax rate.  In the motion made, the word setting the tax rate was changed to increasing the tax rate.

A motion was made by Virginia Meador, seconded by Robby Robbins, to approve the minutes as presented with the correction as noted.  The motion was unanimously approved.

AGENDA

A motion was made by Ronnie Shortt, seconded by Steve Bates, to approve the agenda as presented.  The motion was unanimously approved.

IN RE: PUBLIC HEARING SIX YEAR PLAN –CONSTRUCTION PRIORITY LIST

A public hearing was duly advertised for this date for a joint public hearing between the Board of Supervisors and VDOT to receive public comments on the proposed Secondary Six-Year Plan for FY 2015 thu 2020 in Wise County and on the Secondary System Construction Priority List for FY 2014/15.

Jackie Christian, Assistant Residency Administrator, reviewed the proposed Six-Year Plan and the Secondary Construction Priority List.

There being no public comments, the public hearing was closed.

IN RE:  PUBLIC HEARING PERSONAL PROPERTY TAX DUE DATE ORDINANCE AMENDMENT

A public hearing was duly advertised for this date to receive citizens’ comments on a proposed amendment to the Personal Property Tax Due Date Ordinance #6-1998. 

There being no public comments, the public hearing was closed.

IN RE:  PUBLIC HEARING PERSONAL PROPERTY TAX RATE FOR FY 2014/15

A public hearing was duly advertised for this date to receive citizens’ comments on a proposed tax levy of $1.56 based on 100% of NADA loan value for personal property for FY 2014/15.

There being no one to speak, the public hearing was closed.

IN RE:  SOUTHWEST REGIONAL RECREATION AUTHORITY  (SRRA)

Jack McClanahan, member of the Southwest Regional Recreation Authority and Andria Hicks, Administrative Assistant, addressed the Board with an update on the activities of the SRRA and its goals for future endeavors to enhance tourism in Wise County and the surrounding area.

IN RE:  CODERED SYSTEM

Jessica Swinney, Emergency Management, informed the Board that following an extensive and thorough evaluation and review of weather alerting systems, Wise County has implemented the CodeRED Weather Warning System, which is an automated weather warning technology that delivers phone calls, text messages and emails to registered residents and businesses within the direct path of severe weather.  This system can also be used for emergency messages such as boil water notices, evacuation, etc.

She reviewed the process for enrolling to receive the weather warnings.

IN RE:  BUDGET UPDATE

David Cox, Finance Administrator, provided a power point presentation on the proposed budget as follows:

PROPOSED BUDGET SUMMARY ----GENERAL FUND

  • Projected Revenues …. $50,102,802

  • Projected Expenditures… $49,626,730

  • Net Balance… $476,072

  • This balance is applied to Debt Service Fund

  • Balanced Budget and no use of fund balance

Assumptions

  • 5 Cent Personal Property tax increase

  • Elimination of decal offset by 2 cent Personal Property tax increase

  • Reductions in all departments except for mandated and fire/rescue funds

  • Budget includes no new debt and only critical capital outlay spending

  • State budget not finalized (Used 2014 numbers)

  • Budget does not include any full-time personnel reductions

Proposed FY 2014-2015 General Fund Revenues were reviewed as follows:

  • Total Local Revenue        $36,784,740

  • Total state Revenue       $  9,543,212

  • Federal Revenue             $  3,474,850

  • Total Revenue                   $50,102,802

Proposed FY 2014-2015 General Fund Expenditures were reviewed for a total of $50,002,802

A pie chart showing the General Fund Budget expenditures as allocated by category was reviewed.

A chart showing the Board of Supervisors local funding for schools beginning 2000 - 2014 was reviewed and discussed.

School Funding Points

  • Refinanced debt to reduce debt service for FY 2015 by $1.7M (Payments revert to prior levels in 2018)

  • The Board of Supervisors has provided over $137M operational funding over the last ten years

  • The Board of Supervisors has provided over $17M in debt service over the last ten years

  • The Board of Supervisors provided bonds for school construction in the amount of $60M

  • In addition, the Board of Supervisors has provided $3.4M in funding out of the $9M reserved fund for Capital Outlay

Recommendations

  • Board direct departments and Constitutional Offices to develop future saving plans per the following examples:

  • Shared Services

  • Consolidated purchasing

  • Efficiency savings

  • Personnel reductions through arrition / hiring freeze

  • All contracts for more than one year require Board of Supervisors or County Administration approval

  • County work closely with Wise County Schools to create opportunities for shared services and purchasing

  • Comprehensive Plan extremely important (Note – Kickoff in June)

  • Continued support of our coal and gas industries

  • Strong effort on economic development

  • County strive to become even more efficient

  • Continued citizens’ support of Wise County businesses and retail

Supervisor Luntsford felt that approval of in house contracts should be an administrative decision for the Leadership Team and not the Board of Supervisors since that is housekeeping.

Supervisor Kilgore stated that the County must stay faithful to this budget because, as in the past, amendments will be forthcoming.  When an amendment comes before the Board, she suggested that that same amount be cut some other place in that budget.

Supervisor Rivers stressed the need to keep an eye on incoming revenues.

Finance Administrator Cox noted that any requests for amendments should be justified and of emergency nature. 
 
There was a lengthy discussion on possible closing of the convenience centers one day a week to make the requested 5% cut or $52,000 cut in the landfill budget.  Several options were discussed including opening the centers one hour later each day and closing either ½ day on Wednesday or all day on Sunday.  In the final remarks, the indication was to close one hour later each day and ½ day on Wednesday beginning July 1, 2014.

IN RE:  CONSENT AGENDA

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

IN RE:  RATIFY APPALACHIA FIRE DEPARTMENT EMERGENCY RESPONSE PLAN

Ratified Appalachia Fire Department Emergency Response Plan to provide the necessary basis for coordination of emergency responses in the Town of Appalachia and County of Wise, which will serve as both operational and administrative guidelines

IN RE:  PROCLAMATION HURRICANE & FLOODING PREPAREDNESS WEEK

Approved the Proclamation proclaiming May 25-31, 2014 as Hurricane and Flooding Preparedness Week in Wise County

IN RE:  RESOLUTION FAIR HOUSING (WISE INN PROJECT)

Approved the resolution to endorse the concept of Fair Housing compliance with the Civil Rights Act of 1968

RESOLUTION #               2014

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

IN RE:  RESOLUTION COAL & GAS ROAD ADVISORY COMMITTEE ANNUAL PLAN

Adopted the resolution approving the Coal & Gas Road Advisory Committee Annual Plan for Roads and Bridges

RESOLUTION #               2014

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

IN RE:  E-911 ROAD NAME ADDITION

Set a public hearing for June 12, 2014 @ 6:00 PM on a proposed E-911 road name addition

IN RE:  ORDINANCE STORMWATER MANAGEMENT

Set a public hearing for June 12, 2014 @ 6:00 PM on a proposed ordinance on Stormwater Management

IN RE:  ORDINANCE EROSION & SEDIMENT CONTROL – RESCIND

Set a public hearing for June 12, 2014 to rescind Erosion & Sediment Control Ordinance #3-2009

IN RE:  SHERIFF FUNDS –APPROPRIATION

Approved an appropriation of Sheriff Funds in the amount of $100,500, which are funds to be used for the betterment of the respective sheriff’s department and courthouse security

IN RE:  E-911 SERVICE BOARD GRANTS

Approved two (2) regional grants from the Virginia E-911 Service Board, which will provide training classes for dispatch and mapping in the region, purchase equipment, software and provide maintenance

The motion to approve the consent agenda was unanimously approved.

IN RE:  ORDINANCE MOTOR VEHICLE LICENSE TAX (DECAL ORDINANCE)

A public hearing was held on April 10, 2014 to receive citizens’ comments on rescinding the Motor Vehicle License Tax Ordinance (Decal Ordinance).  There were several citizens speaking in opposition to rescinding the Decal Ordinance because they felt it was a more fair tax than that of a Wheel Tax.

A motion was made by Robby Robbins, seconded by Steve Bates, to rescind the Motor Vehicle License Tax, commonly known as the Decal Ordinance, effective April 2015.  The motion was unanimously approved.

ORDINANCE #                 2014

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

IN RE:  ORDINANCE PERSONAL PROPERTY TAX DUE DATE (AMENDMENT)

A public hearing was held on May 8, 2014 to receive citizens’ comments on a proposed amendment to the Personal Property Tax Due Date Ordinance #6-1998 to change the due date from October 15 to October 31.  There were no public comments regarding the proposed amendment.

A motion was made by Dana Kilgore, seconded by Robby Robbins, to approve the amendment to the Personal Property Tax Due Date Ordinance #6-1998 to change the due date from October 15 to October 31.  The motion was unanimously approved.

ORDINANCE AMENDMENT

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

IN RE:  RESOLUTION SETTING PERSONAL PROPERTY TAX RATE

A public hearing was held on May 8, 2014 to receive citizens’ comments on setting the personal property tax at $1.56/$100 assessed value.  There were no public comments regarding the proposed increase.

A motion was made by Dana Kilgore, seconded by Bob Adkins, to amend resolution #18, 2014 to include the personal property tax rate $1.56/$100 assessed value.  The motion was unanimously approved.

RESOLUTION #        2014

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

IN RE:  RESOLUTION SIX-YEAR PLAN & CONSTRUCTION PRIORITY LIST

A joint public hearing was held on May 8, 2014 between VDOT and the Board of Supervisors to receive citizens’ comments on the Six-Year Plan for FY 2015-2020 & the Construction Priority List for FY 2014/15.  There were no public comments regarding said plan or the priority list.

A motion was made by Ronnie Shortt, seconded by Fred Luntsford, to adopt the resolution approving the Secondary Six-Year Plan for FY 2015 – 2020 and the Construction Priority List for FY 2014/15 as presented.  The motion was unanimously approved.

RESOLUTION #        2014

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

BREAK

A brief recess was taken at 7:46 PM
The meeting reconvened at 8:15 PM

IN RE:  RESOLUTION LENOWISCO HAZARD MITIGATION PLAN

A motion was made by Virginia Meador, seconded by Robby Robbins, to approve the resolution adopting the LENOWISCO Hazard Mitigation Plan as presented.  The motion was unanimously approved.

RESOLUTION #                 2014

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

IN RE: COUNTY  BUDGET FY 2014/15

A motion was made by Fred Luntsford, seconded by J. H. Rivers, to set a public hearing on Thursday, June 12, 2014 @ 6:00 PM to receive citizens’ comments on the proposed County Budget for FY 2014/15.  The motion was unanimously approved.

IN RE:  RESOLUTION VRS MEMBER CONTRIBUTION

A motion was made by Dana Kilgore, seconded by J. H. Rivers, to adopt the VRS Member Contribution Resolution for 2014/15 indicating that the County will pay 2% of the VRS contribution and the employee will pay 3% for a total contribution of 5%.

RESOLUTION #           2014

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

IN RE:  RESOLUTION #13-2013  -  VRS MEMBER CONTRIBUTION

Finance Administrator Cox explained to the Board that in reviewing last year’s VRS member contribution resolution #13-2013, he found a housekeeping error that was made on the employee and the employer share of the VRS contribution.  The amounts were transposed.  The intent was for 3% to be paid by the County and 2% by the employee.  This error has been discussed with VRS and they have advised that the Board of Supervisors needs to clarify, by Board action, that the intent of the resolution was 3% to be paid by the employer and 2% by the employee.

A motion was made by Dana Kilgore, seconded by Robby Robbins, to clarify that the intent of the VRS Member Contribution Resolution #13-2013 was that the County’s share of the VRS contribution was 3% and the employee share 2% .  The motion was unanimously approved.

IN RE:  RESOLUTION (RE-DESIGNATION) OF HIGH SCHOOL CONSTRUCTION FUNDS

A motion was made by Robby Robbins, seconded by Dana Kilgore, to adopt the resolution amending resolution #59-2007 to re-designate the remaining balance of the funds set aside by Resolution #59-2007 as of June 30, 2014, to a debt service fund for the purpose of providing debt service payment for the high school facility bond.  The motion was unanimously approved.

RESOLUTION #    2014

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

IN RE:  BUDGET AMENDMENTS

A motion was made by Dana Kilgore, seconded by Steve Bates, to approve budget amendments #16 thru #19 as presented.  The motion was unanimously approved.

IN RE:  CLOSED SESSION

A motion was made by Fred Luntsford, seconded by J. H. Rivers, to go into closed session as permitted by the Code of Virginia per the following Code Sections:
                Section 2.2-3711(A)(6)  Investing of public funds
                                              (A)(1)  Personnel

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

IN RE:  RESOLUTION CLOSED SESSION

A motion was made by Fred Luntsford, seconded by J. H. Rivers, to adopt the resolution certifying that only public business matter lawfully exempted from open meeting requirement as were identified in the motion convening the closed meeting were discussed in closed session.  The motion was unanimously approved by roll call vote.

RESOLUTION #     2014

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

IN RE: ADVERTISEMENT FOR POSITIONS-ANIMAL CONTROL, MAINTENANCE, COMPREHENSIVE PLAN

A motion was made by Robby Robbins, seconded by Steve Bates, to authorize the County Attorney to proceed with filling positions that are vacant at the Animal Shelter, Maintenance Department and a part time position to assist with the Comprehensive Plan.  The motion was unanimously approved.

It was noted that these positions are not new hires.  The position at the animal shelter was vacated by an individual who has retired.  The maintenance position for the Justice Center has been temporary part-time due to some maintenance staff being on sick leave and the extra workload while moving offices into the Justice Center.  The position in the Building and Zoning Department is temporary part-time to assist in updating the Comprehensive Plan.

IN RE:  UNDISCLOSED ECONOMIC DEVELOPMENT PROSPECT

A motion was made by J. H. Rivers, seconded by Ronnie Shortt, to authorize the County Administrator and the Finance Administrator to work with the IDA for start up funds in the amount of $175,000 for an unnamed economic development prospect.  The motion was unanimously approved.

ADJOURN

There being no further business, a motion was made by Steve Bates, seconded by Ronnie Shortt, 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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