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VIRGINIA

VIEWS: 17 PAGES: 6

									VIRGINIA:

AT AN ADJOURNED MEETING OF THE BRUNSWICK COUNTY BOARD OF SUPERVISORS HELD ON WEDNESDAY, APRIL 21, 2009, IN THE AUDITORIUM OF COUNTY GOVERNMENT BUILDING

PRESENT: BARBARA JARRETT DRUMMOND, CHAIR; WELTON TYLER, VICE-CHAIRMAN; MARC L. FINNEY, BERNARD L. JONES, SR., BOARD OF SUPERVISOR MEMBERS; CHARLETTE T. WOOLRIDGE, COUNTY ADMINISTRATOR; TAMMY W. NEWCOMB, DEPUTY CLERK ABSENT: ***** Chair Drummond called the meeting to order. ***** Re: ROBERT H. CONNER, BOARD OF SUPERVISOR MEMBER

Approval of Agenda Upon motion of Mr. Tyler, seconded by Mr. Finney, and unanimously

carried, the Board approved the agenda. Ayes: Finney, Jones, Tyler, Drummond; Nays: None. ***** Re: Improvement Association – Memorandum of Agreement Ms. Ginger Wrenn, Improvement Association, presented a Memorandum of Agreement between the County of Brunswick and the Improvement Association. The purpose of the agreement is to clarify the responsibilities of each party in the provision of the Project P.L.E.A.D. (Potential Leaders Exhibiting Affirmative Development) Grant. Upon motion of Mr. Finney, seconded by Mr. Jones, and unanimously carried, the Board approved the Memorandum of Agreement between the County of Brunswick and the Improvement Association and authorized the County Administrator to sign on behalf of the County. Ayes: Finney, Jones, Tyler, Drummond; Nays: None. ***** Re: Green Acres Community Improvement Project – Condemnations Mrs. Sullivan, Director of Planning, stated that the Green Acres Community Improvement Project included the improvement of Green Acres Road and Lincoln Street to Virginia Department of Transportation (VDOT) standards. These roads are to be transferred to VDOT for maintenance in the County’s secondary road system. Currently, there are approximately six (6) Dominion

Virginia Power utility poles that are located in the right-of-way that must be removed in order for VDOT to take over maintenance of these roads. The removal of these poles requires that easements are obtained. Staff has been unable to obtain the voluntary donation of an easement for the Estate of Fannie Mae Jacobs. The last option is to obtain the easement by condemnation. An appraisal of the easement for the Jacobs Estate has been completed by Virginia-Carolina Appraisal Company, Inc. and valued at $426.00. Upon motion of Mr. Jones, seconded by Mr. Finney, and unanimously carried, the Board adopted a resolution as follows: RESOLVED, that the County Administrator, County Attorney and County staff are hereby authorized and directed to take all action necessary to acquire an easement which is needed in connection with Green Acres Rehabilitation project, which acquisition may be made by the exercise of the county’s power of eminent domain, and; FURTHER RESOLVED, that the needed easement traverses a strip of land which adjoins the northeasternmost right-of-way of Lincoln Street and is 21 feet wide on its northwesternmost end, and is 14 feet on its southwesternmost end, and is owned by the heirs of Fannie Mae Jacobs, and; FURTHER RESOLVED, that the easement is needed for a valid public purpose, mainly to enable relocation of a utility pole, overhead transmission lines and appurtenant structures out of the Virginia Department of Transportation rightof-way, so that Lincoln Street will be accepted by the Commonwealth of Virginia into the state secondary highway system, which will confer significant benefits on the residents of Green Acres, and; FURTHER, RESOLVED, that there is hereby appropriated the sum of $426.00, which amount has been determined by appraisal to be the value of the easement to be taken, said amount to be properly disbursed to the owners of the property, or to the Clerk of the Circuit Court for Brunswick County, as provided by Virginia Law. Ayes: Finney, Jones, Tyler, Drummond; Nays: None. ***** Re: Brunswick County/Lake Gaston Water Safety Committee – Additional Appropriation for Fishing Tournament Ms. Woolridge, County Administrator, stated that at the Board meeting in April, Supervisor Conner indicated that the Brunswick County/Lake Gaston Water Safety Committee requested $1,600.00 to assist with the Annual Fishing Tournament. The Board of Supervisors requested that the County Administrator provide a recommendation for funding the request. Staff recommends utilizing funds from the FY09 Capital Improvement Project Great Creek Watershed Project to fund this project.

Upon motion of Mr. Finney, seconded by Mr. Jones, and unanimously carried, the Board approved a transfer from the FY09 Capital Improvement Project Great Creek Watershed Project to the FY09 General Fund Brunswick County/Lake Gaston Water Safety Committee budget for the Annual Fishing Tournament. Ayes: Finney, Jones, Tyler, Drummond; Nays: None. ***** Re: Request for Proposals for Agenda Management System – Recommendation of Award Ms. Woolridge, County Administrator, stated that as a result of the Board of Supervisors’ request to implement a “paperless agenda” process, staff solicited Request for Proposals for an agenda management system. The following responses were received:   Municipal Code Corporation, Inc. Tallahassee, Florida Provox Dallas, Texas $21,192

$17,800

The agenda management system is an easy-to-use software application that manages and completely automates the various Board agenda processes from creation to final printing and publication. The system will improve efficiency and accuracy; and streamline the current process while reducing manpower requirements and paper production. Based on specifications outlined in the Request for Proposal, the proposals were evaluated as follows:

FACTORS

Municipal Code Corporation, Inc.

Provox

Cost (10%) 3 Program Meeting Specs (40%) Merits of the System (60%) Total 5 5 13 4 3 3 10

In addition, the evaluation included the following factors: Additional Factors Municipal Code Corporation, Inc. Over 50 years 87 cities and counties Currently provides code codification services Provox

Years of Service Number of Clients in Virginia Experience with Brunswick County

15 years 0 None

Municipal Code Corporation, Inc. (MCCi) currently provides Code Codification Services for Brunswick County. The County entered into a contract with MCCi in 1999 to maintain the County Codes and has experienced a successful partnership with the company for 10 years. MCCi will also have the ability to load all current code sections directly into the agenda software. This integration will allow users to link specific agenda items directly to the related code section. The Brunswick County Code is also linked on the Brunswick County website through MCCi for citizen access. Additionally, Municipal Code Corporation, Inc. serves 87 Virginia cities and counties offering various products and services. Based on the analysis, staff recommends entering into a contract with Municipal Code Corporation, Inc. to purchase the agenda management system. Funds are available in the FY09 Board of Supervisors budget as follows:   Professional Services –Other Contingency $19,192 $ 2,000

The annual Maintenance/Hosting Fee on MCCi’s system is $9,472.00. The cost associated with Maintenance/Hosting Fee for FY10, and subsequent years, can be covered under the Board of Supervisors Professional Services Other budget line item. No additional funds will be required. Upon motion of Mr. Finney, seconded by Mr. Jones, and unanimously carried, the Board approved the proposal from Municipal Code Corporation, Inc. in the amount of $21,192.00 (utilizing $19,192.00 from FY09 Board of Supervisors Professional Services Other line item and transferring $2,000.00 from the FY09 Board of Supervisors Contingency Fund to the Board of Supervisors Professional Services Other line item). Ayes: Finney, Jones, Tyler, Drummond; Nays: None. *****

Re: Overview of FY10 Brunswick County Budget – Spencer Elmore Mr. Spencer Elmore, Robinson, Farmer Cox Associates, presented an overview of the FY10 Brunswick County Consolidated Budget to date as follows:    General Fund Budget out-of-balance $128,511.00 Capital Improvement Project Budget out-of-balance $269,553.00 Brunswick County Public School Budget is balanced as advertised

Mr. Elmore stated that the projected revenues from the landfill are $1.6M for FY10. These funds are utilized for Capital Improvement Projects. However, Mr. Elmore stated that a letter dated April 21, 2009, was received from Republic Services, Inc. advising that two contracts that will impact Brunswick Solid Waste Facility have been terminated. As a result, it is estimated that host fee revenue will be reduced by an additional $200,000. Mr. Elmore further explained that with the termination of the two contracts, the deficit in the FY10 Capital Improvement Project budget will increase to the amount of $469,553. Mr. Elmore commended the Finance Committee, staff, and the Board of Supervisors for a job well done in providing the recommended cuts for FY10. The Board thanked Mr. Elmore for his presentation. ***** Re: Worksession – FY10 Brunswick County School Budget Mr. Tommy Mason, Assistant Director of Finance, presented the Board with the following options as requested:   Option 6, level funding with 10% reduction for internal and external agencies, will result in a General Fund deficit of $245,409.00. Level funding with 10% reduction for internal and external agencies plus additional cuts as recommended by the Finance Committee will result in a General Fund deficit of $128,511.00.

Ms. Woolridge stated that Supervisor Conner has indicated that he recommends Option 6, level funding internal and external agencies at 10%, with no additional cuts. Upon motion of Mr. Tyler, seconded by Mr. Jones, and unanimously carried, the Board authorized the advertisement of a public hearing on the FY10 General Fund Budget for its May 20, 2009, meeting utilizing Option 6 – Level Funding for Internal and External Agencies, including the additional cuts as recommended by the Finance Committee, with the deficit of $128,511 to be transferred from General Fund Balance.

Ayes: Finney, Jones, Tyler, Drummond; Nays: None. Upon motion of Mr. Jones, seconded by Mr. Finney, and unanimously carried, the Board authorized the advertisement of a public hearing on the FY10 Capital Improvement Project Budget for its May 20, 2009, meeting with the deficit of $455,660 to be taken from the General Capital Projects Fund Balance. Ayes: Finney, Jones, Tyler, Drummond; Nays: None. Upon motion of Mr. Jones, seconded by Mr. Finney, and unanimously carried, the Board authorized the advertisement of the FY10 Tax Levies as follows: Real Estate Personal Property Mobile Homes Machinery and Tools Merchant’s Capital Public Service Corporation Real Estate Public Service Corporation Personal Property $0.39 per $100 assessed value $3.40 per $100 assessed value $0.39 per $100 assessed value $3.40 per $100 assessed value $1.20 per $100 assessed value $0.39 per $100 assessed value $3.40 per $100 assessed value

Ayes: Finney, Jones, Tyler, Drummond; Nays: None. ***** Re: Adjourn Upon motion of Mr. Jones, seconded by Mr. Finney, and unanimously carried, the Board adjourned. Ayes: Finney, Jones, Tyler, Drummond: Nays: None

_____________________________ Barbara Jarrett Drummond, Chair

________________________ Charlette T. Woolridge, Clerk


								
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