Dinwiddie County Board of Supervisors JUNE 19, 2012 REGULAR MEETING AGENDA 3:00 P.M
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Dinwiddie County Board of Supervisors JUNE 19, 2012 REGULAR MEETING AGENDA 3:00 P.M. – REGULAR MEETING 1. ROLL CALL 2. INVOCATION 3. PLEDGE OF ALLEGIANCE 4. AMENDMENTS TO AGENDA 5. CONSENT AGENDA a. Minutes: March 20, 2012 Regular Meeting; March 28, 2012 Special Meeting; April 3, 2012 Special Meeting 3:00 p.m.; April 3, 2012 Special Meeting 7:00 p.m.; April 17, 2012 Special Meeting; April 17, 2012 Regular Meeting b. Claims: o May 11 – May 18 – May 25 – Jun 1 o Summary c. Ambulance Billing Uncollectible Accounts – April 2012 (Memo) d. FY 2012 Appropriation Amendment – Comprehensive Services Act and Debt Service Funds (Memo) e. VRS School Resolution (Memo & Resolution) 6. REPORTS: a. Virginia Association of Counties, Beau Blevins, Government Relations Liaison b. General Reassessment Update, Gary Eanes, Wampler-Eanes Appraisal Group, Ltd. c. Virginia Department of Transportation, Bob Zimmerman, Acting Resident Engineer (Report) d. VRA Refunding, Ted Cole, Davenport & Company 7. ACTION ITEMS: a. County Recreation Park Paving Contract Award, Anne Howerton, Division Chief of Finance & General Services (Memo) (Contract) 8. CITIZEN COMMENTS (3 MINUTES) 9. COUNTY ADMINISTRATOR COMMENTS 10. BOARD MEMBER COMMENTS 11. CLOSED SESSION: a. §2.2-3711 (A) (5) Business and Industry Development: . Prospective Business & Industry b. §2.2-3711 (A) (1) Personnel: 6/19/12 . Appointments Petersburg Area Regional Tourism (PART) Appomattox Regional Library Dinwiddie County Board of Zoning Appeals . Personnel County Administrator – Performance Review County Attorney’s Office – Performance Review c. §2.2-3711 (A) (19) Discussion of reports or plans related to the security of a governmental facility . County Complex Security d. §2.2-3711 (A) (3) Discussion or consideration of the acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body . Dinwiddie County Airport and Industrial Authority e. §2.2-3711 (A) (6) Discussion or consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially,the financial interest of the governmental unit would be adversely affected . Dinwiddie County Airport and Industrial Authority f. §2.2-3711 (A) (7) Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel . Dinwiddie County Airport and Industrial Authority . Human Resources . Agricultural Livestock Law INFO: Financials; Stats; Bldg Permits; FTEOT; Bldg Inspections PUBLIC HEARINGS 7:00 P.M. 12. RESOLUTIONS: a. Dwayne Abernathy Retirement (Resolution) b. Judy Bosserman Retirement (Resolution) 13. PUBLIC HEARINGS: a. C-12-2, Conditional Use Permit to Utilize Property as a Self-Service Storage Facility, Mark Bassett, Planning Director (Memo) (Report) (Application) (Map) (Plat) b. P-12-2, Rezoning Request – Dinwiddie Tractor & Equipment Company, Inc., Mark Bassett, Planning Director (Memo) (Report) (Application) (Conditions/Proffers) 6/19/12 (Pictures) 14. OLD / NEW BUSINESS a. Appointments 15. CITIZEN COMMENTS (3 MINUTES) 16. ADJOURNMENT *The Board of Supervisors desires to provide an opportunity for citizens to express their views on matters pertaining to the County. It is for that purpose the citizen comment period is provided. Citizens desiring to address the Board must sign up prior to the commencement of the meeting. A three (3) minute time limit will be imposed on each speaker. 6/19/12 DRAFT VIRGINIA: AT THE REGULAR MEETING OF THE DINWIDDIE COUNTY BOARD OF SUPERVISORS HELD IN THE BOARD MEETING ROOM OF THE PAMPLIN ADMINISTRATION BUILDING IN DINWIDDIE COUNTY, VIRGINIA, AT 3:00 P.M. ON THE 20TH DAY OF MARCH 2012. BOARD OF SUPERVISORS PRESENT: HARRISON A. MOODY- CHAIRMAN ELECTION DISTRICT 1 DR. MARK E. MOORE – VICE CHAIRMAN ELECTION DISTRICT 2 WILLIAM D. CHAVIS ELECTION DISTRICT 3 DANIEL D. LEE ELECTION DISTRICT 4 BRENDA K. EBRON-BONNER ELECTION DISTRICT 5 ADMINISTRATION PRESENT: W. KEVIN MASSENGILL, COUNTY ADMINISTRATOR ANNE HOWERTON, DIVISION CHIEF OF FINANCE AND GENERAL SERVICES TYLER C. SOUTHALL, COUNTY ATTORNEY =================================================================== The Chairman called the meeting to order at 3:00 p.m. 1.2.& 3. ROLL CALL – INVOCATION – PLEDGE OF ALLEGIANCE ROLL CALL PRESENT: Mr. Chavis Mr. Lee Ms. Ebron-Bonner Dr. Moore Mr. Moody 4. AMENDMENTS TO AGENDA There were no amendments to the agenda. 5.A. CONSENT AGENDA: APPROVAL OF MINUTES FOR FEBRUARY 7, 2012 SPECIAL MEETING Upon motion of Dr. Moore, seconded by Mr. Chavis BE IT RESOLVED by the Board of Supervisors of Dinwiddie County, Virginia that the February 7, 2012 Special Meeting Minutes are approved as corrected. Ayes: Ms. Ebron-Bonner, Mr. Lee, Mr. Chavis, Dr. Moore, Mr. Moody Nays: None CONSENT AGENDA: APPROVAL OF MINUTES FOR FEBRUARY 8, 2012 SPECIAL MEETING Upon motion of Dr. Moore, seconded by Mr. Chavis, BOOK 21 PAGE 1 MARCH 20, 2012 DRAFT BE IT RESOLVED by the Board of Supervisors of Dinwiddie County, Virginia that the February 8, 2012 Special Meeting Minutes are approved. Ayes: Ms. Ebron-Bonner, Mr. Lee, Mr. Chavis, Dr. Moore, Mr. Moody Nays: None CONSENT AGENDA: APPROVAL OF MINUTES FOR FEBRUARY 15, 2012 SPECIAL MEETING Upon motion of Dr. Moore, seconded by Mr. Chavis, BE IT RESOLVED by the Board of Supervisors of Dinwiddie County, Virginia that the February 15, 2012 Special Meeting Minutes are approved. Ayes: Ms. Ebron-Bonner, Mr. Lee, Mr. Chavis, Dr. Moore, Mr. Moody Nays: None CONSENT AGENDA: APPROVAL OF MINUTES FOR FEBRUARY 16, 2012 SPECIAL MEETING Upon motion of Dr. Moore, seconded by Mr. Chavis, BE IT RESOLVED by the Board of Supervisors of Dinwiddie County, Virginia that the February 16, 2012 Special Meeting Minutes are approved. Ayes: Ms. Ebron-Bonner, Mr. Lee, Mr. Chavis, Dr. Moore, Mr. Moody Nays: None 5. B. CONSENT AGENDA: CLAIMS Upon motion of Dr. Moore, seconded Mr. Chavis, BE IT RESOLVED by the Board of Supervisors of Dinwiddie County, Virginia that the following claims are approved and funds appropriated for same. Ayes: Ms. Ebron-Bonner, Mr. Lee, Mr. Chavis, Dr. Moore, Mr. Moody Nays: None PAYROLL CLAIMS 2/17/12 2/24/12 3/2/12 3/9/12 2/29/12 1082029- 1082104- 1082194- 1082265- 1082169- 1082103 1082168 1082264 1082364 1082193 TOTALS 101 - General Fund $157,277.46 $179,329.91 $57,581.22 $61,184.64 $880,855.72 $1,336,228.95 103 - Jail Commission $0.00 104 - Sesquicentennial Committee $0.00 105 - Recreation $508.50 $1,440.44 $1,481.58 $429.83 $3,860.35 BOOK 21 PAGE 2 MARCH 20, 2012 DRAFT 170 - Treasurer's Overpay $0.00 202 - Medical Center $0.00 209 - Litter Grant Fund $457.00 $457.00 210 - Community Development $13,000.00 $8,300.00 $21,300.00 219 - CSA $200.00 $200.00 $200.00 $200.00 $800.00 226 - Law Library $0.00 228 - Fire Programs & EMS $670.08 $670.08 229 - Forfeited Asset Sharing Program $1,560.11 $150.00 $429.00 $2,139.11 301 - School Construction $15,090.00 $15,090.00 305 - Capital Projects Fund $2,660.66 $88,986.05 $5,824.69 $97,471.40 401 - County Debt Service $23,572.56 $18,052.00 $41,624.56 TOTALS $161,698.23 $320,687.02 $83,248.35 $72,722.30 $881,285.55 $1,519,641.45 5. C. CONSENT AGENDA: SCHOOL BOND REQUISITION FROM PROJECT FUND There were no School requisitions for consideration at this meeting. 5.D. CONSENT AGENDA: AMBULANCE BILLING UNCOLLECTIBLE ACCOUNTS – FEBRUARY 2011 The Board received the memo below from Anne Howerton, Division Chief of Finance and General Services. The ambulance billing company, Fidelis, has 107 patient accounts totaling $45,903.15 which they have deemed to be uncollectible. They would like approval from the Board to write these accounts off as bad debt. Fidelis has followed their protocol of sending four bills to the patients, and they will turn these accounts over to the County if they aren’t approved for write off. Most of these patients have been determined to be self pay or are deceased. Our recommendation is to write off the $45,903.15 as bad debt in keeping with the Board’s previous policy of writing off self-pay ambulance accounts. Feb-12 Accounts Receivable Beg Balance 473,186.80 Monthly Billings 50,039.90 Cash Collections -54,148.26 Contractual Adjustments -26,395.85 Bad Debt Write Off -45,903.15 Other Adjustments -2,448.10 Refunds -272.57 BOOK 21 PAGE 3 MARCH 20, 2012 DRAFT Accounts Receivable End Balance 394,058.77 2/1/03 to 02/28/12 Ratios Collections / Total Billing 49.62% Bad Debt Write Off / Total Billing 23.50% We are asking for approval of the following resolution: Upon motion of Dr. Moore, seconded by Mr. Chavis, BE IT RESOLVED, that the Board of Supervisors of Dinwiddie County, Virginia does hereby authorize Fidelis to write off the 107 accounts totaling $45,903.15 in uncollectible ambulance charges. Ayes: Ms. Ebron-Bonner, Mr. Lee, Mr. Chavis, Dr. Moore, Mr. Moody Nays: None 6.A. REPORT: VIRGINIA DEPARTMENT OF TRANSPORTATION The Board received the report below from VDOT. MAINTENANCE - Bob Zimmerman Current Maintenance Activities Patched Secondary and Primary Roads Swept out ditches on Secondary’s Cut back overhanging limbs & debris on Secondary’s Machined and dragged dirt roads Fixed mailbox pull offs Worked Snow Event Removed debris off roadways after Storm Fixed low shoulders Marked dead trees to be cut down by Contractor Hauled rock to dirt roads Swept loose rock & debris off of intersections Answered AMS complaints Patrolled roadway and pickup dead animals Repaired and replaced signs at various locations Cleaned out culverts with sewer jet at various locations LAND DEVELOPMENT & PERMITS - Brian Lokker, P.E. Rt 460/Commerce Way Signal, Dinwiddie Commerce Park – Signal plans received via- email for VDOT review on 3/2/12.