Present Peggy R. Wiley, Chairman

At the Regular Meeting of the Greensville County Board of Supervisors, held on Monday, April 3, 2017, with Budget Session beginning at 3:00 P.M., Closed Session beginning at 5:00 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.

Chairman Wiley called the meeting to order at 3:00 p.m.

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In Re: Mr. Roland Kooch and Mr. R.T. Taylor with Davenport and Company

Mr. Whittington stated that Davenport and Company had been retained to provide financial consulting services in anticipation of the increased Public Service Corporation taxes from the construction of the Dominion Virginia Power plant in Greensville County. Mr. Roland Kooch and Mr. R.T. Taylor were present to review their findings and recommendations. A number of items were brought to the Board's attention, including the up-coming changes to the composite index and how it relates to the County's contribution to the school system, the increased tax revenues (Public Service Corporation, sales tax, and meals tax), a debt ratio analysis and the debt affordability model. Draft Financial Policy Guidelines were presented for the Board's consideration also. All recommendations were included in the Financial Review/Analysis: Executive Summary as incorporated herein by reference.

Mr. Kooch addressed the Board of Supervisors and gave a power point presentation to the Board of Supervisors regarding the Debt Ratio Analysis that measured the County’s ability to responsibly use debt for capital projects in context of National and Virginia credit medians; Debt affordability models for potential General and School capital investment needs that provided a capital planning tool for the County to measure the potential financial impact; an analysis of certain financial metrics that include Fund Balance ratios in the context of National and Virginia rated counties and a draft Financial Policy Guidelines for consideration by the Board of Supervisors.

Supervisor Ferguson inquired as to whether the tax rate would change for next fiscal year. Mr. Kooch stated that they would check in to his inquiry and give the Board of Supervisors a recommendation at a later date. -----

In Re: Fund #008 Expenditures – Department of Public Transportation

Mrs. Brenda Parson stated that Fund #008 was the newly developed fund set up in the current fiscal year for the County’s new Department of Public Transportation. She stated that for the most part, the Department of Transportation funding came from a Department of Rail and Transportation grant that Greensville County was awarded last year for the first time. She also stated that Staff has applied again for that grant which was a great deal more than it was the first year. Mrs. Parson further stated that Staff was hoping that the system would be up and running by the spring of this year but was a tad behind schedule. She stated that Staff was still looking for buses to be in route in May or mid-May. She then stated that in front of them was the expenditure report for Fund #008 and she then reviewed each line item as incorporated herein by reference. Mrs. Parson stated that the total budget for the Department of Public Transportation was $451,913.

In Re: Fund #008 Revenues – Department of Public Transportation

Mrs. Parson stated that there were various sources for the revenue. She stated that there were state, local and federal monies that were shown separately in the report. She stated that staff was following the grant outline. She then reviewed each line item as incorporated herein by reference. Mrs. Parson stated that the total budget was $451,913.

In Re: Fund #010 Revenues – Greensville County Fire Department

Mrs. Parson stated that the main source of revenues were the two localities; Greensville County and the City of Emporia. She stated that Staff had calculated the City’s contribution to be $103,022 and the County’s contribution to be $186,040. She also stated that this was a formula by which Staff calculated the contribution for a basis for actually making the quarterly contributions during the year and at the end of the year there was a reconciliation process that actually incorporates towards everything, actual expenses and revenues and a real figure comes to life at that point. She further stated that the share was based on the contract that was in place between the two localities.

Mrs. Parson stated that this year, Staff applied for a grant through the Greensville Memorial Foundation for a grant for extrication equipment with a 20% match being required. She stated that the amount applied for totaled $96,049 and of that amount $19,210 would be the local share. She further stated that amount would also be shared with the City of Emporia.

She then stated that the total budget for revenues was $385,111. Mrs. Parson also stated that the Fire Program Funds that the City and the County received each year, amount varied every year. She stated that since Staff did not know how much it would receive, the funds would be appropriated at the time they were received.

In Re: Fund #010 Expenditures – Greensville County Fire Department

Mrs. Parson stated that as the expenditures were reviewed, she would like that the Board of Supervisors keep in mind that FY2017 was the first year the Fire Department became a County department. She stated that the budget was based on the prior budget put in place by the City of Emporia, with the County not knowing what the exact expenditures were or how they spent the funds in detail even though a report was received from the City each year. She also stated that the budget had been reviewed with the Chief of the fire department and its Department Head, Mike Veliky. She further stated that the budget presented today was the best estimate by Staff thus far, knowing that things may come up later and alter the budget. She then reviewed each line item as incorporated herein by reference and stated that the only capital outlay was for the parking lot repairs. Mrs. Parson stated that the fire department parking lot was included when the maintenance supervisor did the quotes on the parking lots here and at the courthouse with the fire department share being $4,000.

Mrs. Parson stated that under the Capital Projects was the extrication equipment that was from the Greensville Memorial Foundation total expenditure was in the amount of $96,049. She also stated that there were two vehicles under debt service. She stated that those were the 2012 Pumper and the replacement chassis that totaled $52,199 giving a total expenditure budget of $385,111.

In Re: Adjournment

There was a consensus among the Board of Supervisors to adjourn the Budget Session until April 17, 2017, at 3:00 P.M.

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In Re: Closed Session

Mrs. Parson, Deputy County Administrator, stated that Staff recommended the Board go into Closed Session, Section 2.2-3711 (a) 1) Personnel and 5) Business and/or Industry Matters.

Supervisor Ferguson moved, seconded by Supervisor Lee, to go into Closed Session, as recommended by Staff. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley. ------

In Re: Regular Session

Mrs. Parson 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 #17-102

Supervisor Ferguson moved, seconded by Supervisor Bryant, 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 #17-102 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

Mrs. Parson stated that Staff recommended approval of the agenda with no added items.

Supervisor Lee moved, seconded by Supervisor Bryant, to approve the Agenda as submitted. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley. ------

In Re: Approval of Consent Agenda

Mrs. Parson stated that Staff recommended approval of the Consent Agenda.

Supervisor Ferguson moved, seconded by Supervisor Bryant, 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 March 20, 2017

Budgetary Matters consisting of the following: Fund #001 – Journal Voucher #68, in the amount of $3,123 and Budget Amendment Resolution #17-103, in the amount of $150,000 and Fund #018 – Journal Voucher #1, in the amount of $10,200, all of which are incorporated herein by reference.

Warrants:

Approval of Accounts Payable for April 3, 2017, in the amount of $404,302.75 Approval of Payroll for March 31, 2017, in the amount of $454,250.47

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In Re: Mr. Joe Lomax, Residency Engineer with VDOT – Road Matters

Mr. Lomax stated that the Welcome Home in Skippers VA was finished and was a very nice site. He invited the public to go and view the newly remodeled Welcome Center.

He then reported on the following and stated that all projects were subject to change due to the participation of the weather:

Accomplished work:

 Patching is being performed on routes 607 Brunswick Rd, 605 Rogers Rd, and 605 Chapman Ford Rd  Met with USDA about getting the beaver issue solved on RTE 58 and in other areas of the County. USDA is in the area and has set traps on 58. They will be back to monitor them the week of April 3rd  Cleaned out pipes on route 608 Smokey Ordinary Rd  Repaired pavement edges with surface treatment on route 606 Grassy Pond Rd  Repaired broken cross drain pipe on route 622 Little Lowground Rd  Cut low hanging limbs on route 639 Rockbridge Rd  Patched route 603 Gaston Rd with surface treatment  Patched sections of route 609 Country Club Rd  Placed surface treatment on bridge deck route 612 Scottland Dr  Cleaned out the outfall ditch on Van Dykes Circle  Repaired broken cross pipe on Van Dykes Circle  Regraded ditch on route 730 where water was backing up in the road  Repaired areas on route 625 Taylors Mill Rd with surface treatment  Repaired potholes on route 610  Cut back slopes on routes 627 Brink Rd, 601 Hells Island Rd, and 629 Moore’s Ferry Rd with the slope mower  Fixed ditch and repaired pipe where a car ran off the road on route 611E  Placed stone on the shoulders of route 608 Smokey Ordinary Rd  Placed stone on shoulders of route 611E Brickyard Rd  Placed stone on the shoulders of route 606 Grassy Pond  Placed stone on shoulders of route 627 Brink Rd  Placed stone on the shoulders of route 730 Lowground Rd  Placed stone on the shoulders on route 58  Grading ditches on route 629 Moore’s Ferry Rd

Future Plans of note:  Cut median vegetation on route 58 with mowers (waiting for the beavers to be relocated and median dewatered)  Grade ditches on route 608 Smokey Ordinary and 605 Tryall Mill  Surface Treat all of Jarratt Avenue (Route139)  Repair areas of Route 58 with asphalt that are not included on the 2017 paving schedule

Note: Weather can effect schedules

Construction I-95 MEHERRIN RIVER BRIDGE – Fixed Completion Date 10/1/19  Contractor continues to install overhangs for bring deck forms.  Additional borings at Pier 2 NB Bridge were performed on 3/27/17  Contractor continues to place borrow material for south approach.  Contractor scheduled to finish installing the deck forms  Contractor scheduled to finish installing shoring wall at Abutment B

RT 301 BRIDGE – Fixed Completion Date 7/31/17 – On time, budget  Contractor poured drop inlets 3-1 and 3-1a  Contractor placing select fill for approach at Abutment A  Contractor finalizing deck forms and steel for upcoming deck pour

RT 610 HALIFAX ST. BRIDGE – Fixed Completion Date 6/16/17  Deck slabs placed  Wingwall concrete for both abutments was placed  Contractor currently backfilling abutment fill material  Bridge sidewalk and parapet formwork is being installed  Concrete for the bridge sidewalk and parapets scheduled be placed this week.  Demolition of the existing pavement will begin this week

Asphalt Paving Plan – Fixed Completion Date 12/2/17 Preconstruction meeting held on 3/29/17. Notice To Proceed forthcoming  58 EB near Purdy Road route 619  58 EB near route 301 Ramp to 58 Bus  58 WB near route 640 (Ruritan Dr)  TRAFFIC STUDIES/SPECIAL REQUEST  Greensville Elementary School Zone under review  US 58 Ready Mix Plant entrance safety being implemented

He also reported:

 The beaver problem was being taken care of on Highway 58.  To have the project manager attend the Board of Supervisors Meeting at his earliest convenience to talk about the bridge work.  Update to be given on Independence Church Road.

He then asked if there were any questions:

Supervisor Ferguson stated that potholes needed to be fixed on highway 604 northbound. He also stated that there was an issue with the ditch bank on Pine Log Road near Alexander Grant’s home.

Mr. Lomax stated that VDOT would be taking care of the tree that Mr. Scott was concerned about at one of the previous Board Meetings.

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In Re: Citizens Comments

Mrs. Parson 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.

Mr. McKinley Jordan of 2850 Sussex Drive, addressed the Board of Supervisors and stated that the residents had been driving about an extra five miles when leaving and coming home due to the bridge work on Highway 301. He asked if there were anyway VDOT could do a two-fold highway opening up the other lane for through traffic instead of having to drive I-95 to get to a destination.

Mr. Lomax stated that the reason it was not done that way was because it created a traffic hazard. He stated that after extensive review VDOT felt that head to head traffic would be very dangerous because there was not enough room for a proper transition without taking a risk of putting the residents in danger. He stated that the project should be completed July 31, 2017.

In Re: Telecommunications Initiative Update

Mr. Lin Pope stated that on Wednesday he had prepared the memo presented in the agenda packet tonight. He stated that after that memo had been distributed, he received a phone call stating that Greensville County was one of five localities to receive Virginia Telecommunication Initiative funding to provide broadband to about five hundred residents in Greensville County. He stated that he had talked with Matt Weaver, the Program Specialist, who was in charge of the program and he stated that originally all monies had to be spent and project completed by June 30. Mr. Pope stated that Mr. Weaver informed him that because it took two extra months to review the applications and announce the award, they would have to extend the time. He also stated that Mr. Weaver stated that they should be contacting him within the next two weeks to get the project started.

Supervisor Ferguson asked Mr. Pope if had received a scheduled on when the tower would be installed in the Brink area. He stated that he had not received a construction schedule.

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In Re: Broadband Initiative Update Report

Mr. Pope stated that he would provide the Board of Supervisors with a construction schedule once it was received.

Supervisor Ferguson asked if they had applied for anymore sites. Mr. Pope stated that he had met with a representative from Verizon about two weeks ago and the representative was working on 3 sites at the southern end of the County.

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In Re: Voice Over IP Telephone System

Mr. Ryan Aerni, IT Specialist, addressed the Board of Supervisors stating that the Selection Committee respectfully recommended that the Board of Supervisors approve the following:

 Award the RFP to Telpage based on the selection criteria in the RFP, and,  Authorize the County Administrator to execute a contract prepared by the County Attorney, Mr. Russell Slayton.

Supervisor Ferguson moved, seconded by Supervisor Lee, to approve recommendations made by Staff. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.

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In Re: Boards and Commissions Appointments

1. Belfield School Committee

Mrs. Parson stated that two members of the Board of Supervisors and Staff need to be appointed to serve on this committee to look in to alternatives for the Belfield School.

Supervisor Ferguson nominated Supervisor Bryant and Supervisor Lee to serve on this committee.

Supervisor Ferguson moved, seconded by Supervisor Lee, to appoint Supervisor Bryant and Supervisor Lee to serve on the Belfield School Committee. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.

2. Planning Commission – An Election District Appointment for a term of four years.

Present Appointee Term Expiring Diane Barnes-Rhodes (ED4) April 19, 2017

Supervisor Bryant moved, seconded by Supervisor Lee, to appointment Mrs. Diane Barnes-Rhodes (ED4) to serve on this Board. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.

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In Re: Miscellaneous Matters

Mrs. Parson 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. ------

In Re: Adjournment

With there being no further business, Supervisor Ferguson moved, seconded by Supervisor Lee, to adjourn the meeting until 3:00 P.M. on April 17, 2017 for a budget session. Voting aye: Supervisors Bryant, Ferguson, Lee and Chairman Wiley.

______Peggy R. Wiley, Chairman

______K. David Whittington, Clerk