At the Regular Meeting of the Greensville County Board of Supervisors, held on Monday, August 7, 2017, with Closed Session beginning at5:00 P.M. and Regular Session beginning at 6:00 P.M., at the Greensville County Government Building, 1781 Greensville County Circle, Emporia, Virginia.
Present Peggy R. Wiley, Chairman
Michael W. Ferguson, Vice-Chairman
Dr. Margaret T. Lee
Raymond L. Bryant, Jr.
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Chairman Wiley called the meeting to order at 5:00 p.m.
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In Re: Closed Session
Mr. Whittington, County Administrator, stated that Staff recommended the Board go into Closed Session, Section 2.2-3711 (a) 1) Personnel, 5) Business and/or Industry and 7) LegalMatters.
Supervisor Fergusonmoved, seconded by Supervisor Lee, to go into Closed Session, as recommended by Staff. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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In Re: Regular Session
Mr. Whittington stated that Staff recommended the Board of Supervisors return to Regular Session.
Supervisor Ferguson moved, seconded by Supervisor Lee, to go into Regular Session. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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In Re:Certification of Closed Meeting – Resolution #18-12
Supervisor Ferguson moved, seconded by Supervisor Lee, to adopt the following Resolution. A roll call vote was taken, as follows: Supervisor Bryant, aye; Supervisor Ferguson, aye: Supervisor Lee, aye and Chairman Wiley, aye.
RESOLUTION #18-12
CERTIFICATION OF CLOSED MEETING
WHEREAS, the Greensville County Board of Supervisors has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provision of the Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Greensville County Board of Supervisors that such closed meeting was conducted in conformity with Virginia law:
NOW, THEREFORE, BE IT RESOLVED that the Greensville County Board of Supervisors hereby certifies that, to the best of each member’s knowledge, (i) only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Greensville County Board of Supervisors.
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In Re: Approval of Agenda
Mr. Whittington stated that Staff recommended approval of the agendawith no added items.
Supervisor Ferguson moved, seconded by Supervisor Bryant, to approve the Agenda as submitted. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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In Re: Approval of Consent Agenda
Mr. Whittington stated that Staff recommended approval of the Consent Agenda.
Supervisor Ferguson moved, seconded by Supervisor Lee, to approve the Consent Agenda containing the following items. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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Approval of minutes from the meeting of July 17, 2017
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Budgetary Matters consisting of the following: Fund #001 – Journal Voucher #6, in the amount of $35.00, Journal Voucher #7, in the amount of $840.00 and Re-Appropriations Resolution #18-13, in the amount of $3,766.00 and Fund #013 – Re-Appropriations Resolution #18-14, in the amount of $32.30 and Budget Amendment Resolution #18-15, in the amount of $91.70, all ofwhich are incorporated herein by reference.
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Warrants:
Approval of Accounts Payable for August 7, 2017, in the amount of $164,214.87
Approval of Payroll for July 31, 2017, in the amount of $441,768.31
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In Re: 2016 Delinquent Personal Property and Real Estate Tax Lists
Mrs. Cathy Wray, Chief Deputy Treasurer, addressed the Board of Supervisors and presented the 2016 delinquent personal property and real estate tax lists. She then requested authorization to advertise the delinquent 2016 tax lists in the local newspaper. Mrs. Wray stated that there had been some updates to the list since the preparation of the agenda.
Supervisor Ferguson moved, seconded by Supervisor Lee, to advertise the 2016 Delinquent Personal Property and Real Estate Tax Lists in the local newspaper. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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Citizens Comments
Mr. Whittington addressed the public stating that anyone wishing to address the Board of Supervisors to please come forward and state their name and address for the record. There was no one.
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In Re: Telecommunications Initiative Update
Mr. Lin Pope, Director of Planning, addressed the Board of Supervisors stating that construction of the Verizon cellular tower on Pine Log Road was nearing completion. He stated that the construction of the tower itself was completed by August 4, 2017. He also stated that seeding and mulching of the site would be completed by the week ending August 11, 2017. Mr. Pope further stated that the contractor would return to the site and plant the shrubbery in the September/October time period when the weather was more contusive for planting shrubbery. He then stated that the tower should be operational by the end of August.
Supervisor Ferguson asked if someone lived within 300 yards of the tower, would it skip over the residence. Mr. Pope stated that it should not but he would try and find out and provide him with a correct answer.
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In Re: Broadband Initiative Update Report
Mr. Pope stated that the grant agreement between DHCD and the County had been executed. He stated that DHC D was in the process of moving the project to an active project within the CAM’s system. He also stated that once the project was activated in CAM’s, the County could draw down the project funds to begin the project. He further state4d that on June 13th, Staff attended an input session sponsored by DHCED for localities wishing to apply for 2018 VATI grant funds. Mr. Pope stated that DHCD had $1 million in grant funds available for the 2018 grant cycle to implement broadband deployment in partnership with private service providers across the Commonwealth. He stated that the funds could be used for providing financial assistance to supplement construction costs by private sector broadband service providers to extend service to areas that presently was un-served by any broadband providers. He then stated that Staff would submit an application to DHCDE for grant funds the upcoming fall.
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In Re: Resolution #18-16 - Emergency Procurement of Engineering Services Otterdam Road Project Phase I
Mr. Whittington stated that Staff recommended approval of Resolution #18-16 and approval of the Consulting Agreement for Emergency Procurement of Engineering Services for Otterdam Road Project, Phase I. He then read the following resolution into record.
RESOLUTION#18-16
EMERGENCY PROCUREMENT OF ENGINEERING SERVICES
OTTERDAM ROAD PROJECT PHASE I
WHEREAS, Greensville County, Virginia (“County”), has begun the construction work for Phase I for improvement of Otterdam Road (“Project”);
WHEREAS, due to health issues County’s in-house engineer will not be able to continue administering the Project;
WHEREAS, because the Project work has commenced, there is an immediate need for engineering services;
WHEREAS, because the Project is important to County, because the Project work has commenced, and because there is an immediate need for provision of engineering services to County for the Project, the County Board of Supervisors (“Board”) has determined that the
foregoing facts create an emergency, and that as a result County should procure the services of an engineer without or Competitive Negotiation;
WHEREAS, Randolph Cook, t/a Randolph Cook Consulting (“Cook”), is a reputable engineer with a longstanding relationship with County, as a result of which relationship County is comfortable with the work ability and ethics of Cook, and is confident that Cook will provide a high quality of the needed services; and
WHEREAS, the Board has determined that it would be in the best interest of County to award a contract for engineering services to Cook.
IT IS, ACCORDINGLY, HEREBY RESOLVED AS FOLLOWS:
- In light of the circumstances outlined above, and in consideration of the pressing need for engineering services, the Board hereby declares that an emergency exists; and
- Because the Board has declared that an emergency exists, a contract for engineering services will be awarded without Competitive Negotiation; and
- In light of the circumstances outlined above, in consideration of the pressing need for engineering services, and in consideration of County’s longstanding, satisfactory relationship with Cook, County has determined that procurement of engineering services from Cook would promote the best interest of County and its citizens; and
- County hereby approves the contract with Cook as prepared by the County Attorney and presented to the Board; and
- This publicly adopted resolution shall constitute the Board’s written notice stating that the contract is being awarded on an emergency basis, identifying that which is being procured, identifying Cook as the engineer selected, and identifying August 7, 2017, as the date on which the contract was awarded; and
- County shall cause said written notice to be posted in the public area heretofore designated by the Board for the posting of public notices; and
- The Chair or Vice-Chair of the Board, or the County Administrator, each of whom is hereby authorized to act separately, may execute a contract with Cook, in the form this day presented, or as hereafter modified and approved by the County Administrator and County Attorney.
Supervisor Ferguson moved, seconded by Supervisor Lee, to approve Resolution #18-16 and the Consulting Agreement. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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In Re: Truck Drivers School Lease with the Southside Virginia Community College
Mr. Whittington stated that lease was in reference to the truck drivers training school located on Route 58, next to the Emporia/Greensville Airport. He stated that the lease was entered into on an annual basis so that they could use the facility owned by Greensville County and the City of Emporia. Mr. Whittington stated that there have been satisfactory classes held there within the past 12 months and Staff was recommending approval of the lease.
Supervisor Ferguson moved, seconded by Supervisor Bryant, to approve the Truck Drivers Training School Lease. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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In Re: Miscellaneous Matters
Mr. Whittington stated that located in the Friday Memo were the Staff Work Programs and Departmental Reports for the Board’s review and comments.
Chairman Wiley asked if there were any questions. There were none.
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In Re: Adjournment
With there being no further business, Supervisor Ferguson moved, seconded by Supervisor Lee, to adjourn. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.
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Michael W. Ferguson, Vice-Chairman
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K. David Whittington, Clerk