At the Regular Meeting of the Greensville County Board of Supervisors, held on Tuesday, January 20, 2015, with Closed Session beginning at 4:30 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 James C. Vaughan Dr. Margaret T. Lee
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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) 5) Industrial Development Matters.
Supervisor Ferguson moved, seconded by Supervisor Lee, to go into Closed Session, as recommended by Staff. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
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In Re: Regular Session
Supervisor Lee moved, seconded by Supervisor Vaughan, to go into Regular Session. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
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In Re: Certification of Closed Meeting – Resolution #15-93
Supervisor Ferguson moved, seconded by Supervisor Lee, to adopt the following Resolution. A roll call vote was taken, as follows: Supervisor Ferguson, aye; Supervisor Lee, aye; Supervisor Vaughan, aye and Chairman Wiley, aye.
RESOLUTION #15-93 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:
1 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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Chairman Wiley recessed the meeting until the Conclusion of the Water and Sewer Authority Meeting.
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Chairman Wiley reconvened the meeting at 6:00 p.m., at which time she gave the Pledge of Allegiance and the Invocation.
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In Re: Approval of Agenda
Mr. Whittington, County Administrator, stated that Staff recommended approval of the agenda.
Supervisor Ferguson moved, seconded by Supervisor Vaughan, to approve the Agenda as submitted. Voting aye: Supervisors Ferguson, Lee, Vaughan 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 Lee moved, seconded by Supervisor Ferguson, to approve the Consent Agenda containing the following items: Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
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Minutes of the Meeting held on January 5, 2015.
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Budgetary Matters consisting of the following: Fund #001 – Journal Voucher #40, in the amount of $710.00, which is incorporated herein by reference.
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Warrants:
Approval of Accounts Payable for January 20, 2015, in the amount of $169,791.57
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In Re: 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 for the record. There was no one.
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In Re: Proposed Sick Leave Policy for VRS Hybrid Plan Employees
Mrs. Alice Whitby, Finance Supervisor, addressed the Board of Supervisors stating that the Virginia Retirement System had a new retirement plan for employees hired after January 1, 2014. She stated that the new plan was the Hybrid Retirement Plan and it did not include short or long term disability plans for employees. She also stated that the County was required to offer a disability plan, which was offered by VACO, and a sick leave plan to the employees that were in the Hybrid Plan. She then stated that the employees included in the Virginia Retirement Plan 1 or Plan 2 would continue to be on the current sick leave policy. She further stated that Staff recommended approval of the following new proposed sick leave policy for the Hybrid Plan employees only and that it be incorporated into the Personnel Manual:
1. Employees hired from July 1 to December 31 for the County or October 1 to March 31 for the Authority would receive 96 hours of sick leave (8 hours per month for 12 months) on the first day of their first full calendar month of employment. 2. Employees hired on January 1 to June 30 for the County or April 1 to September 30 for the Authority would receive 48 hours of sick leave on the first day of their first full calendar month of employment. 3. In subsequent years, the sick leave would be credited on the first day of July for County employees or the first day of October for Authority employees. 4. Employees in the Hybrid Plan would not be allowed to participate in the Sick Leave Transfer Policy. 5. Sick leave does not carryover from fiscal year to fiscal year and there is no payout upon separation.
Supervisor Ferguson moved, seconded by Supervisor Vaughan, to approve the proposed Sick Leave Policy for VRS Hybrid Plan Employees. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
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In Re: Authorization to Rebid Otterdam Road, Phase I
Mr. Moses Clements, GCWSA Assistant Director, addressed the Board of Supervisors stating that six bids were received on the Otterdam Road project. He stated that the low bidder, EV Williams, Inc., exceeded the construction and contingency budget by approximately $392,700.00. He also stated that after completing the bid tabulation, Mr. Reynolds, the Consulting Engineer, discussed the over budget issue with VDOT, which was supplying approximately 50% of the funding for the project. Mr. Clements stated that the VDOT District Program Specialist provided correspondence stating that there were only two options regarding the bid: 1) rebid the project, or 2) award the project to the low bidder and the County fund the cost overrun. He then stated that he had discussed the issue with the County Attorney and he was provided with a set of the bid documents, the advertisement, addendums, etc. Mr. Clements stated that on January 8, 2015, the County Attorney completed his review and determined that the project should be rebid; therefore, he was respectfully recommending the following actions by the Board of Supervisors:
Reject all of the bids that were received for the Otterdam Road Project and rebid the project; and Adopt the policy created by the County Attorney that allows the County to negotiate with the lowest responsible bidder.
Supervisor Ferguson moved, seconded by Supervisor Lee, to reject all of the bids that were received for the Otterdam Road Project and rebid the project. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
Supervisor Ferguson moved, seconded by Supervisor Vaughan, to adopt the policy that allows the County to negotiate with the lowest responsible bidder. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
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In Re: Resolution #15-88- Requesting the Virginia Department of Transportation to include Certain Segments of State Route 633 Road into the Secondary System of State Highways and to Abandon Certain Formerly Used Segments
Mr. Lin Pope addressed the Board of Supervisors stating that the resolution needed approval and would turn Independence Church Road over to VDOT for maintenance. He then stated that Staff requested approval of the following resolution and its attachments.
RESOLUTION #15-88 REQUESTING THE VIRGINIA DEPARTMENT OF TRANSPORTATION TO INCLUDE CERTAIN SEGMENTS OF STATE ROUTE 633 ROAD INTO THE SECONDARY SYSTEM OF STATE HIGHWAYS AND TO ABANDON CERTAIN FORMERLY USED SEGMENTS
4 WHEREAS, a portion of Route 633 has been realigned and a new segment constructed to standards equal to the Virginia Department of Transportation's Secondary Street Acceptance Requirements as a requisite for acceptance for maintenance as part of the Secondary System of State Highways; and
WHEREAS, the Virginia Department of Transportation has inspected this street and found it to be acceptable for maintenance; and
NOW, THEREFORE, BE IT RESOLVED, by the Greensville County Board of Supervisors, this the 20th day of January, 2015, that the Virginia Department of Transportation be, and it hereby is, requested to add and maintain the new segment(s) identified on the attached AM 4.3 form as part of the Secondary System of State Highways, pursuant to Section 33.2-705, Code of Virginia, and the regulatory requirements of VDOT.
BE IT FURTHER RESOLVED, that the old alignment of Route 633, identified on the attached AM 4.3 form, is no longer needed as part of the Secondary System of State Highways as the new road serves the same citizens as the old road and are hereby requested to be abandoned by the Virginia Department of Transportation pursuant to Section 33.2-912, Code of Virginia.
BE IT FURTHER RESOLVED, the County Board of Supervisors does hereby guarantee unencumbered rights-of-way plus the necessary easements for cuts, fills, and drainage for this street.
BE IT FURTHER RESOLVED, that a copy of this resolution be forwarded to the Virginia Department of Transportation.
Supervisor Ferguson moved, seconded by Supervisor Lee, to approve Resolution #15-88. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
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In Re: Adjournment
With there being no further business, Supervisor Ferguson moved, seconded by Supervisor Vaughan, to adjourn the meeting. Voting aye: Supervisors Ferguson, Lee, Vaughan and Chairman Wiley.
______Peggy R. Wiley, Chairman
______K. David Whittington, Clerk
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