MINUTES A regular meeting of the Buchanan County Board of Supervisors was held on the 9th day of September, 2019 starting at 10:00 o’clock a.m. in the Board of Supervisors Meeting Room, 3rd floor of the Buchanan County Government Center, 4447 Slate Creek Road, Grundy, Virginia 24614. PRESENT: J. Carroll Branham, Chairman G. Roger Rife Harold H. Fuller William P. Harris Craig Stiltner Trey Adkins Mike Scott Robert Craig Horn, County Administrator L. Lee Moise, County Attorney ―――――――――― 000 ―――――――――― The meeting was called to order with Prayer and Pledge of Allegiance. ―――――――――― 000 ―――――――――― IN RE: CONSIDER APPROVING MINUTES FOR BOARD OF SUPERVISORS MEETING ON AUGUST 5th, 2019 After a general discussion by the board upon motion by Craig Stiltner seconded by William P. Harris and with a roll call vote of seven (7) yeas, Mike Scott, Craig Stiltner, William P. Harris, Harold H. Fuller, G. Roger Rife, J. Carroll Branham, Trey Adkins and zero (0) nays, this board did hereby approve the minutes for the Board of Supervisors meetings on August 5th, 2019. ―――――――――― 000 ―――――――――― IN RE: MARCUS STILTNER, COAL HAUL ROAD ENGINEER – CONSIDER AMENDING FY 2019/2020 COAL ROAD PLAN AND APPROVING AN ADDITIONAL APPROPRIATION IN THE AMOUNT OF $750,000 FOR THE GREENBRIER/744 CONNECTOR ROAD Marcus Stiltner, Coal Haul Road Engineer requested the board to approve an additional appropriation in the amount of $750,000.00 to the FY 2019/2020 Coal Road Plan earmarked for the Greenbrier/744 Connector Road. L. Lee Moise, County Attorney stated a public hearing would have to be scheduled to approve an additional appropriation to the Coal Haul Road Plan for fiscal year 2019/2020 in the amount of $750,000.00. 13710 After a general discussion by the board upon motion by Mike Scott seconded by Craig Stiltner and with the following roll call vote of seven (7) yeas, Mike Scott, William P. Harris, Trey Adkins, G. Roger Rife, William P. Harris, J. Carroll Branham, Craig Stiltner and zero (0) nays, this board did hereby approve to amend FY 2019/2020 Coal Road Plan in the amount of $750,000 for the Greenbrier/744 Connector Road. Also, approved to schedule a public hearing for Monday, October 7th at 6:15 p.m. to hear comments regarding the additional appropriation in the amount of $750,000.00 to the FY 2019/2020 Coal Road Plan. ―――――――――― 000 ―――――――――― IN RE: CONSIDER APPROVING THE LAND USE PERMIT FROM POCAHONTAS GAS LLC/CNX GAS FOR TEMPORARY ACCESS OFF OF COUNTY ROAD 5435 LOCATED IN THE GARDEN MAGISTERIAL DISTRICT After a general discussion by the board upon motion by Harold H. Fuller seconded by Craig Stiltner and with the following roll call vote of seven (7) yeas, Mike Scott, William P. Harris, Trey Adkins, G. Roger Rife, William P. Harris, J. Carroll Branham, Craig Stiltner and zero (0) nays, this board did hereby to approve the Land Use Permit from Pocahontas Gas LLC/CNX Gas for temporary access off of county road 5435 located in the Garden Magisterial District. ―――――――――― 000 ―――――――――― IN RE: CONSIDER HIRING RANDALL HIBBITTS AS COAL HAUL ROAD INSPECTOR FOR THE KNOX MAGISTERIAL DISTRICT After a general discussion by the board upon motion by Trey Adkins seconded by William P. Harris and with the following roll call vote of seven (7) yeas, Mike Scott, William P. Harris, Trey Adkins, G. Roger Rife, William P. Harris, J. Carroll Branham, Craig Stiltner and zero (0) nays, this board did hereby to hire Randall Hibbitts as Coal Haul Road Inspector for the Knox Magisterial District. ―――――――――― 000 ―――――――――― IN RE: CONSIDER ACCEPTING DONATION FROM THE BLACK DIAMOND COMPANY IN THE AMOUNT OF $75,000.00 TO BE APPROPRIATED IN THE PRATER DISTRICT HIGHWAYS, STREETS AND BRIDGES ACCOUNT FOR THE COUNTY TO HAVE ONE OF ITS CONTRACTORS (K & K CONSTRUCTION) TO RELOCATE A PORTION OF ROUTE 737 AS PART OF THE REGIONAL AIRPORT PROJECT After a general discussion by the board upon motion by Craig Stiltner seconded by Harold H. Fuller and with the following roll call vote of seven (7) yeas, Mike Scott, 13711 William P. Harris, Trey Adkins, G. Roger Rife, William P. Harris, J. Carroll Branham, Craig Stiltner and zero (0) nays, this board did hereby approve to accept the donation from The Black Diamond Company in the amount of $75,000.00 to be appropriated in the Prater District Highways, Streets and Bridges account for the county to have one of its contractors (K & K Construction) to relocate a portion of Route 737 as part of the Regional Airport Project. ―――――――――― 000 ―――――――――― IN RE: BOB ANDERSON, DIRECTOR OF BUCHANAN COUNTY PUBLIC SERVICE AUTHORITY (PSA) – TO CONSIDER APPROVING THE GRANT AND LOAN TO BUCHANAN COUNTY PSA FOR THE WATER DISTRIBUTION SYSTEM IMPROVEMENT/TTHM Bob Anderson, Director of Buchanan County Public Service Authority (PSA) requested approval for the PSA to apply for a Virginia Water Supply Revolving Fund (VWSRF) through the Virginia Department of Health (VDH). He stated in 2016 a Notice of Violation was issued for the White Mountain Road pumping station. The PSA hired Thompson and Litton to prepare two Preliminary Engineering Reports for the Buchanan County PSA waterworks locations, one focusing on the PSA water tanks and the other focusing on the John Flannagan Water Authority Treatment Plant. The VDH will support this necessary project by increasing the PSA financial support to meet the additional needs of $1,651,700.00 for the project, stated Mr. Anderson. The total funding package for the $1,651,700.00 is combination of grant in the amount of $682,250.00 with 100% principal forgiveness; and a loan for $969,450.00 at 2.5% interest for 30 years. L. Lee Moise, County Attorney stated if there’s a bond issued in the pass the board of supervisors were asked to make a moral obligation to the loan. After a general discussion by the board upon motion by William P. Harris seconded by Trey Adkins and with the following roll call vote of seven (7) yeas, Mike Scott, William P. Harris, Trey Adkins, G. Roger Rife, William P. Harris, J. Carroll Branham, Craig Stiltner and zero (0) nays, this board did hereby approve to support the grant and loan for the Buchanan County PSA for the water distribution system improvement/TTHM. ―――――――――― 000 ―――――――――― IN RE: CONSIDER APPROVING REIMBURSEMENT REQUEST FROM OAKWOOD FIRE AND RESCUE This issue was tabled, no action taken. 13712 ―――――――――― 000 ―――――――――― IN RE: SCOTTY WAMPLER, MARKETING AND TOURISM DIRECTOR - CONSIDER APPROVING THE RESOLUTION AND SOLE SOURCE NOTICE REGARDING THE ONLY ONE SOURCE CAPABLE TO PROVIDE BOOTH SPACE FOR THE ATLANTA TRAVEL & ADVENTURE SHOW 2020 AND UNICOMM, LLC IS THE ONLY ONE SOURCE PRACTICABLY AVAILABLE FOR THE PURCHASE OF A 10 X10 BOOTH SPACE FOR THE SUM OF $3,895.00 Scotty Wampler, Marketing and Tourism Director stated there’s a tourism marketing opportunity being held in Atlanta to allow us to showcase what Buchanan County has to offer regarding ATV trails etc. I have the funding in my budget for the event, he stated. After a general discussion by the board upon motion by Trey Adkins seconded by William P. Harris and with the following roll call vote of seven (7) yeas, Trey Adkins, Harold H. Fuller, G. Roger Rife, William P. Harris, J. Carroll Branham, Mike Scott, Craig Stiltner and zero (0) nays, this board did hereby adopt the following Resolution and Sole Source Notice regarding the only one source capable to provide booth space for the Atlanta Travel & Adventure Show 2020 and Unicomm, LLC is the only one source practicably available for the purchase of a 10 x10 booth space for the sum of $3,895.00. RESOLUTION RE: DETERMINATION OF A SOLE SOURCE VENDOR FOR PURCHASE OF BOOTH SPACE FOR THE ATLANTA TRAVEL & ADVENTURE SHOW 2020 WHEREAS, prior to the issuance of an invitation to bid for booth space at the Atlanta Travel & Adventure Show 2020 it has been determined that Unicomm, LLC is a sole source for the booth space for the Atlanta Travel & Adventure Show 2020 and that booth space for the Atlanta Travel & Adventure Show 2020 is not available from any other vendor; and WHEREAS, a contract needs to be executed with Unicomm, LLC for $3,895.00 for a 10 x 10 booth space for the Atlanta Travel & Adventure Show 2020; and NOW, THEREFORE BE IT RESOLVED, the Chairman and the County Administrator are hereby authorized to sign a contract with Unicomm, LLC approved as to form by the County Attorney that provides for the purchase of a 10 x10 booth space for the Atlanta Travel & Adventure Show 2020 for the payment of $3,895.00. Be It Furthermore Resolved that the County Administrator is directed to post a Notice as required by Virginia Code Section 2.2-4303(E) in the designated public areas and the county web site stating that the contract was awarded to Unicomm, LLC as it was determined to be the only source practicably available for the purchase of the 10 x 10 booth space for the Atlanta Travel & Adventure Show. 13713 This resolution was adopted this the 9th day of September 2019 by the Buchanan County, Va., Board of Supervisors. Recorded Vote: __________________________________ Moved by: Trey Adkins J. Carroll Branham, Chairman of the Seconded by: William P. Harris Buchanan County, Va. Board of Supervisors Yeas: Seven Nays: Zero ATTEST: ___________________________________ Robert Craig Horn, County Administrator NOTICE RE: PENDING ISSUANCE OF A CONTRACT WITH UNICOMM, LLC, AS UNICOMM, LLC HAS BEEN DETERMINED TO BE THE SOLE SOURCE FOR THE PURCHASE OF A 10 X 10 BOOTH SPACE FOR THE ATLANTA TRAVEL & ADVENTURE SHOW 2020 1) Due to the existence of only one source capable of providing booth space for the Atlanta Travel & Adventure Show 2020, it has been determined that Unicomm, LLC is the only one source practicably available for the purchase of a 10 x 10 booth space for the Atlanta Travel & Adventure Show 2020 for the sum of $3,895.00.