adminreport

Document Sample
adminreport Powered By Docstoc
					                                  ADMINISTRATOR’S REPORT

DATE: June 10, 2009

TO:    Board of Supervisors

FROM: R. David Laurrell, County Administrator R. David Laurrell 6/10/2009




RE:    June 15, 2009 Board of Supervisors Meeting

11:00 a. m. Human Services Committee (Puckett / Shockley)

 1:00 p. m. Call to Order, Invocation by Supervisor Shockley

 3:00 p. m. Workshop with VDOT – Rt. 29 Corridor Update (Board Members & Planning
Commission (Board Multi-Use Room)

                 4:00 p. m. Workshop with Planning Commission (Board Multi-Use Room) –
               Electronic copy of all material is attached below. Please bring your paper copies
               distributed on June 1st if you would like to use them.

July 6, 2009 Regular Meeting – Cancelled; Next Meeting – July 20th at 7 PM

                                        Approval of Minutes

1. May 18, 2009 - Regular Meeting

 June 1, 2009 - Regular Meeting

                                          APPEARANCES




Don Austin, Residency Administrator

2. VIRGINIA DEPARTMENT OF TRANSPORTATION MATTERS
 The Residency Administrator will be present to receive any highway matters from the Board.

Donald Hart, VACo President

3. APPEARANCE – DONALD HART (10 minutes)

  Donald Hart, President of the Virginia Association of Counties, would like to address the Board,
introduce himself and provide a brief update on the activities that VACo is involved with.

RECOMMENDATION: No action is required.

                                     ADMINISTRATOR’S ITEMS

Kristin B. Wright, Staff Attorney

4. Permission to Advertise –Update of Chapter 16 (Noise Ordinance)

(5 minutes)

  Chapter 16, the chapter on miscellaneous criminal offenses that also includes our noise ordinance, is
not normally updated in the spring. We updated our noise ordinance last fall to use the “reasonable
person” standard for determination for when the noise is too loud and eliminated reference to use by the
Sheriff’s Office of the sound level meter devices. In late April of this year, however, the Supreme Court
of Virginia handed down the decision in Tanner v. City of Virginia Beach in which a noise ordinance
similar to our new noise ordinance was struck down as too vague.

  Staff has conferred with the Sheriff’s Office to determine whether new sound level meter devices can
be obtained and returned to service. The original request to eliminate reference to them in the Code was
in part because the devices had gone past their useful life. After determining the devices could in fact be
obtained, we have revised (summary included) the ordinance to return it to the language in use prior to
last fall’s revision: including use of the sound level meters. This should eliminate any concerns that our
noise ordinance could be found unenforceable pursuant to the new case law. The amended text for
Chapter 16 is available electronically in edit format with a paper copy available in the County
Administrator’s Office.




  Pursuant to the direction of the Board at the May 18 meeting, staff plans to advertise the rest of the
Code update for a public hearing to be held on July 20, 2009. There is plenty of time to add Chapter 16
and the update of the noise ordinance to the advertisement for the Code as a whole.
RECOMMENDATION: Staff recommends the advertisement of a public hearing to update
Chapter 16 of the Campbell County Code for the July 20, 2009 Board of Supervisors meeting with
the other scheduled Code updates.

Alan Lane, Director of Management Services

       5. Fiscal Year 2010 Budget Appropriations RESOLUTION (5 minutes)

  The Board of Supervisors adopted the FY 2010 budget at its May 18, 2009 meeting and historically
adopts the appropriations resolution during the second meeting in June of each year. The appropriations
resolution covers funding for the twelve-month period beginning July 1st and ending June 30th of the
following year and is based partly on funding authorized by the General Assembly for state and state
supported agencies. The Appropriations Resolution, Budget Synopsis, PPTRA Resolution and Tax
Resolution documents are attached.

RECOMMENDATION: Staff recommends the Board adopt the Appropriations Resolution for
FY 2010 and approve the PPTRA Resolution for tax year 2009 (FY2010) along with the Tax
Resolution for tax year 2009 (FY2010).




Jason E. Stroud, Public Safety Deputy Director

       6. Emergency Medical Services Update (15 minutes)

  The provision of Emergency Medical Service (EMS) delivery in Campbell County has
experienced major changes during the past several years. EMS system changes and project
initiatives have been coordinated with the EMS Advisory Committee (EMSAC), Public Safety
Committee and Board of Supervisors, and have been carefully implemented to ensure the
continued involvement of the volunteer rescue squads as a core component of the pre-hospital
patient care system in Campbell County. While many improvements to better serve County
residents have been made over the last several years, we continue to experience lengthy response
times throughout the County. Recently there have been several response delays and/or no
responses by volunteer rescue squads while the career-staffed units were on other calls for
service.

These issues along with staff’s recommendation for improvement, which included short term
adjustments in schedules, changes in dispatching protocols, committing to scheduled shift
coverage by volunteer crews, and further augmenting the career providers with additional staff
were presented to the EMSAC at their regular meeting on June 1st. Implementing the County’s
more vigorous Recruitment and Retention program is also being targeted to provide additional
support.

The EMSAC plans to meet again on June 25th to implement changes to help continue to improve
EMS response times in the County. Toward that end the Public Safety Committee directed staff
to obtain Board input and approval to hire an additional six career EMS responders to be brought
on board in a fashion as determined by the EMSAC.

RECOMMENDATION: The Public Safety Committee, EMSAC and staff recommend the Board
of Supervisors provide approval for six additional EMS responders to be filled at the appropriate
time as recommended by the EMSAC, contingent on the ability to “self fund” the additional
employees through the EMS revenue recovery program.

Clifton M. Tweedy, Deputy County Administrator

7. Phase I Master Plan Construction Update (10 minutes)

  The Phase I Master Plan construction project is going well. This plan includes construction of a new
Maintenance Building to replace the existing building; building a new Citizen Services Building that
will house the Commissioner of Revenue, Treasurer, Community Development, and Real Estate and
Mapping; completing a major addition and significant renovations to the Courthouse; and constructing
minor renovations to the Haberer Building and Agricultural Services Building. The project is more than
one-half complete.

  Attached is a spreadsheet summarizing the costs incurred and outlining the anticipated additional items
need to be covered by the contingency established in the project budget.

RECOMMENDATION: After receiving this report staff will answer any questions the Board
may have. No action is required.

R. David Laurrell, County Administrator

8. Proposed 2010 Legislative Agenda (10 minutes)

  Each year staff presents the Board with a proposed list of legislative items for consideration. The
adopted legislative priorities are forwarded to the Virginia Association of Counties for inclusion in the
Association’s annual statewide legislative priority list. Copies are sent to our area legislators and a
meeting is scheduled with them in late November/early December to include the Board Chair, Vice-
Chair, County Administrator and Deputy County Administrator to discuss the Board’s priorities. Please
find attached the proposed 2010 Campbell County legislative agenda that will be reviewed at the
meeting.

RECOMMENDATION: Staff recommends the Board adopt a list of proposed legislative items to
be forwarded to VACo and area legislators.

9. APCo Electric Rate Contract (5 minutes)

  Campbell County is a member of the VML/VACo/APCo Steering Committee that addresses
negotiations on electric power rates used for public entities. Because of the discussions over the past
year with the VML/VACo/APCo Steering Committee, a recommendation has been made to execute
contracts with APCo for a three-year period beginning July 1, 2009. The negotiations resulted in a $1.5
million reduction in rates statewide for FY 2010, which translates into a per kilowatt reduction of
$.00237. For FY 2011 and FY 2012 respectively the reductions statewide will be $1.75 and $2.0 million
respectively.

 In order to take advantage of these rate reductions localities are required to execute a current contract
with the power provider (see-attached letter). Paper copies of the contract are available in the County
Administrator’s Office for review.

RECOMMENDATION: Staff recommends the Board authorize the County Administrator to
execute the 3-year contract with APCo as negotiated by the VML/VACo/APCo Steering
Committee.

10. Buy American Resolution (5 minutes)

  At the request of Isle of Wight County, the Virginia Association of Counties has asked Virginia
localities to consider adopting a “Buy American” resolution in using Federal stimulus funds being
provided through the American Recovery and Reinvestment Act.

  Please find attached a cover letter and draft resolution asserting that Campbell County will take every
opportunity available to expend ARRA stimulus funds received on American services and American
made products. The materials, goods and services produced in the United States and purchased with
public funds will immediately help struggling American families and stabilize our greater economy.
Campbell County should make every effort to maximize the impact ARRA funds have on Campbell
County businesses and citizens, as well as businesses and citizens throughout America.

RECOMMENDATION: Staff recommends the Board adopt the attached draft resolution
supporting the use of ARRA funds on American services and American made products whenever
possible.

11. Illegal Tire Dump Disposal Fees (5 minutes)
  A group of citizens in the Altavista District have requested from the area Supervisor that the County
assist with the disposal fees of tires that were illegally dumped along the Staunton River. The cost for
disposal will be approximately $250 if the tires are taken directly to either the Regional Landfill or the
end disposal site at Emanuel Tire in Appomattox. Pick up and transportation arrangements will be made
separately and will not be done by the County.

  If the Board authorizes expenditure of the funds staff with work with the property owners and the
transporter to make arrangements for disposal at the site that has the lowest cost.

RECOMMENDATION: Staff recommends the Board consider authorizing staff to pay the
disposal fees for tires removed from and adjacent to the Staunton River by the citizens group in an
amount not to exceed $500.

12. CONSENT AGENDA



        a.) APPROPRIATIONS

          Appropriations are included for your review. The majority of the appropriations are year-end
        settle up transfers to balance accounts for items already approved by the Board.

 b.) Track Loader Undercarriage Replacement




        When the Landfill transitioned to a regional system some of the heavy equipment to be used to
        complete various projects including building ball fields was kept. Two pieces of equipment are
        track loaders for use by the in-house construction group. Having two loaders available has
        proven to be very beneficial since it allows staff to concentrate on getting a single large project
        done when the weather is good or doing two small jobs at different sites. Both loaders are in
        good to excellent shape, but the older loader is in need of having the undercarriage replaced. At
        their March meeting the Public Works Committee agreed the undercarriage should be replaced
        and funds should come from other savings within the 515 fund budget. Included are a
        spreadsheet of the bids received and a transfer of appropriation to move funds into the
        Maintenance/Repair Heavy Equipment line to pay for the replacement of the undercarriage.

 c.) Regional Landfill Settle-up
          When Campbell County became part of the Region 2000 Services Authority’s solid waste
         management effort last July it was agreed to pay settle-up costs for various items. The net total
         owed to the Authority to complete the final settle-up is $58,244.06. (An explanation of the
         settle-up items with most of the amounts owed and a supplemental appropriation are included.)

RECOMMENDATIONS:



 a.) Approve the Appropriations.

               b.) Award the bid for replacement of the undercarriage of the track loader to
               Carter Machinery Co., Inc. in the amount of $18,548.50. Also, approve the transfer
               of appropriation attached to move the funds into the Maintenance/Repair Heavy
               Equipment line item.

               c.) Approve the attached supplemental appropriation and authorize the final settle-
               up payment to the Region 2000 Services Authority to complete the transition to
               regional solid waste management.

                                  MATTERS FROM THE BOARD

13. A few minutes will be scheduled at each meeting to discuss matters from the Board.




 *Please note item #28 outlining the upcoming Fire/EMS Assessment process.

         *Please note item #32 inviting you to the annual volunteer appreciation day in October.

         *Please note items #34 and #35. These are the draft agreements with Appomattox County for
         the provision of water through the Rustburg to Concord water line.

                                         CLOSED MEETING

14. Staff is requesting the Campbell County Board of Supervisors enter into a Closed Meeting in
accordance with the following:

               ◊ Section 2.2-3711 (A)(3) of the Code of Virginia to discuss matters related to the
               acquisition or disposal of real property for public purposes. This discussion is related to
               acquisition of the Altavista Armory.
               ◊ Section 2.2-3711 (A)(7) of the Code of Virginia to discuss legal matters related to
               Altavista EMS.

               ◊ Section 2.2-3711 (A)(7) of the Code of Virginia to discuss legal matters related to a
               number of public nuisances.

3:00 P. M.            WORKSHOP WITH VDOT




15. VDOT has been working on the most recent U.S. 29 Corridor study and would like to present the
current input and ideas. Planning Commission members have been invited to attend

(agenda attached).

4:00 P. M.     Joint Work Session with Planning Commission

16. Joint Work Session on Comprehensive Plan Process - Agenda and supporting documents are
attached electronically. (Public Information Meeting sign in sheet and comments.) (Other Public
Comments.) Please bring your paper copies distributed on June 1st if you would like to use them.




*******************************************************************************

                               AGENCY MINUTES AND REPORTS

17. Department of Social Services                       April 15, 2009

18. IDA                                                       March 9, 2009

19. Quarterly Meeting Notes with Altavista Town Council June 2009

20. R E Lee Soil and Water Conservation District         April 23, 2009

21. School Board                                               May 4, 2009
                                      INFORMATION ITEMS

22. Comcast Channel Changes                                     May 29, 2009

23. Central VA Disabilities Services Board Letter       May 26, 2009

24. Copy of Treasurer’s Report                                  FY09

25. Copy of Undesignated Cash Balance                          May 2009

26. Copy of Undesignated Fund Balance                          May 2009

27. Expenditure / Revenue Summary                                May 2009

28. Fire/EMS Needs Assessment Meeting Announcement             June 25, 2009

29. R E Lee Soil and Water Conservation District Annual Plan      FY 2009 – 2010

30. Rezoning and Special Use Permit Actions                      FY 2009

31. School Board – Change in Meeting Dates                      June 2, 2009

32. Volunteer Appreciation Day Invitation                       October 19, 2009

33. VDOT – FY 2010 Revenue Sharing Process             May 28, 2009

34. Water Purchase Contract – Final Draft – Appomattox County June 2009

35. Water Purchase Contract – Appomattox County – Provisional June 2009