BEDFORD COUNTY BOARD OF SUPERVISORS

Transcription

1 WORK SESSION AGENDA BEDFORD COUNTY BOARD OF SUPERVISORS BEDFORD COUNTY ADMINISTRATION OFFICE FEBRUARY 22, :00 P.M. BOARD WORK SESSION a. Overview of fiscal year Bedford County School budget Dr. Douglas Schuch Superintendent b. Review and discussion of Revenues for budget Mrs. Kathleen D. Guzi County Administrator AGENDA BEDFORD COUNTY BOARD OF SUPERVISORS BEDFORD COUNTY ADMINISTRATION OFFICE FEBRUARY 22, :30 P.M. WELCOME a. Moment of Silence b. Pledge of Allegiance (1) APPROVAL OF AGENDA (2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD (For items on this agenda that have not been addressed at a Public Hearing) (3) APPROVAL OF CONSENT AGENDA (4) APPROVAL OF MINUTES January 11, 2010 (5) PUBLIC HEARINGS / PUBLIC APPEARANCES a. Annual Agriculture Economic Development Advisory Board Report for 2009 Mr. Jeff Powers - Chairman Page 1 of 10

2 (6) ACTION ITEMS a. Consideration of a request to award the Parks and Recreation Mowing Contracts (Information to follow under separate cover) Staff Presentation: Mr. Frank Rogers Assistant County Administrator (7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND RECOMMENDATIONS (8) APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES (9) COUNTY ATTORNEY REPORTS, REQUESTS AND RECOMMENDATIONS a. Closed Session (Resolution # R ) (10) COUNTY ADMINISTRATOR S REPORTS, REQUESTS AND RECOMMENDATIONS a. Minutes for the Bedford County Planning Commission of January 4, 2010 b. Bedford County Building Report for January 2010 c. Bedford County Communications Report for January 2010 (11) PENDING MATTERS (12) UPCOMING MEETINGS March 1 Budget work session at 5:00 P.M. in Ground Floor Training Room March 8 Regular meeting w/budget work session at 5:00 P.M. in Ground Floor Training Room March 18 - Budget Work Session (Authorization of advertisement of FY Budget, Tax Rates, CIP and Nursing Home Daily Rate) at 7:30 (Thursday) March 22 - Regular Board Meeting (Budget Work Session at 5:00-6:45 if needed) 5:00 P.M. BOARD WORK SESSION Board of Supervisors: Dale Wheeler District 1, Charles Neudorfer - District 2, Roger Cheek, Chairman - District 3, John Sharp District 4, Steve Arrington District 5, Annie Pollard, Vice-Chairman - District 6 and Gary Lowry District 7 Staff Present: Kathleen D. Guzi, Frank Rogers, Carl Boggess, Bill Hoy and Sue Prunty (a) Mrs. Kathleen D. Guzi, County Administrator, noted that the House Appropriation budget was released last evening. She noted that by June 30th the State will provide a balanced budget of a combination of the House s budget, the Senate s budget and Governor McDonnell s budget, which is built off of former Page 2 of 10

3 Governor Kaine s budget. She stated that staff will continue to analyze the data to determine how it will effect Bedford County both in the current and future budget periods. Dr. Douglas Schuch, Superintendent of Bedford County Schools, made a presentation to the Board on the proposed School Board budget for He noted the reductions that will be necessary with regard to workforce and salaries to account for reductions in state funding. He asked the Board to consider the cuts that he has already proposed and the impact they may have. He stated that he does not expect any federal stimulus funding will be available to assist in K-12 education cuts. Mr. Cheek asked Dr. Schuch what contact he has had with regard to the composite index not changing. Mr. Schuch answered that he has not had any direct contact, however, he has read some of the comments Delegate Putney has made and information that has come out of the Senate and it appears that delegates are not in favor of unfreezing, but he does not wish to speculate on what, if any, effect this will make on Bedford County. In response to Mr. Lowry s question regarding stimulus dollars that Bedford County received, Mr. Hagler noted it was received in three primary buckets. The first one was for approximately $2.2 million over two years, the second for approximately $890,000 and the third being approximately $3 million for this year and the same amount for FY However, $2 million of this money was moved into this school year to meet the state government s aid payments to the schools. Mr. Lowry questioned how much of the stimulus dollars that were used to employ workers will the County will pickup after this year. Mr. Hagler noted that in speaking with most school districts, they also used this money to plug the hole from reductions in state funding to save jobs. This was done by the federal government with the hope that the state would be in better financial shape at the end of this two year cycle. Mrs. Pollard inquired why Big Island was taken off the proposed closing list and Thaxton was put on. Dr. Schuch noted that a voluntary retirement program has been implemented to hopefully minimize the number of involuntary layoffs. He noted that a single board member threw out the name of Big Island and another Body Camp. There were no proposals by staff or the Board at that time. He stated that he is not in favor of taking schools off line, however, the demographics of Body Camp and Thaxton allow the students to be accommodated at other facilities. Dr. Schuch noted that Body Camp and Thaxton may be utilized for preschool facilities. Mrs. Pollard noted that she will not support any budget that involves school closings. Mr. Sharp inquired on the reduction in the percent of contribution to the City of Bedford. Dr. Schuch answered that this is a proportionate figure based on the school s budget. Mr. Neudorfer inquired if the possibility of keeping the lower grade levels at these two schools has been researched. Dr. Schuch answered that would achieve some of the savings, but not all. The state still has staffing requirements that must be met for a school. However, a preschool s staffing is discretionary at the local level. Mr. Wheeler stated he will not support a budget request that would involve closing two schools. Dr. Schuch then noted that they have a work session scheduled for this coming Wednesday at 2:00 P.M. and also one at 4:00 P.M. on Thursday. Their regular scheduled meeting will be on the 25 th, which will be a public hearing at 7:00 P.M. There are also work sessions scheduled prior to each of their meetings in March. There will be a possibility of additional work sessions as needed. Mr. Arrington stated that these are challenging times that we are facing. Mrs. Pollard requested that the two school closings be taken off the table. Page 3 of 10

4 (b) Mrs. Kathleen D. Guzi, County Administrator, then summarized the revenue projections for fiscal year She noted that unlike other areas in the Commonwealth, the Board did not raise the personal property tax rate for the County. She stated that the revenue increased slightly for real estate due to the fact that this figure was slightly understated in FY This projection is based on the tax rate remaining the same. Mrs. Guzi stated that the general fund revenues reflect a decrease by a little less than $600,000. Mr. Lowry then questioned the car tax revenue. Mrs. Guzi stated that both the governor, the House and the Senate all have this in their budget so there is a strong belief that it will result in the County receiving the full $6,000,000. Mrs. Guzi then continued to outline discretionary and non-discretionary revenues. In response to Mr. Neudorfer s questions, Mrs. Guzi noted that the state is only funding 75% of the Commissioner of Revenue and Treasurer s salary but not any of their benefits. The state is also not funding any salaries or benefits of these constitutional officers staff nor the operational costs of these offices. Mrs. Guzi noted that she will be providing more updated figures next week for the Board s review. 7:30 P.M. BOARD MEETING Board of Supervisors: Dale Wheeler District 1, Charles Neudorfer - District 2, Roger Cheek, Chairman - District 3, John Sharp District 4, Steve Arrington District 5, Annie Pollard, Vice-Chairman - District 6 and Gary Lowry District 7 Staff Present: Kathleen Guzi, Frank Rogers, Carl Boggess, Susan Crawford, Lynn Scott, Sergei Troubetzkoy, Barbara Gunter, Bill Hoy and Sue Prunty (1) APPROVAL OF AGENDA Mrs. Kathleen D. Guzi, County Administrator, appeared before the Board and noted the there were no changes to the agenda. However, she did note that there was a resolution for Action Item 6 (a) that was left on the supervisors desks, which was noted on the agenda as being sent under separate cover. Mr. Wheeler stated that he would like to make comments after the closed session. Supervisor Arrington made a motion to approve the agenda Voting yes: Mr. Arrington, Mrs. Pollard, Mr. Sharp, Mr. Neudorfer, Mr. Wheeler, Mr. Lowry and Mr. Cheek Voting no: None Motion Passed (2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD Page 4 of 10

5 Ms. Kelly Harmony, citizen and Mr. Hauvadan Patel, owner of the Thaxton Market, expressed concern over how the proposed school closings will affect businesses and the community. Ms. Hollie Porter, citizen, addressed the Board with her disapproval of the proposed consolidation of Thaxton and Body Camp schools. Ms. Candace Adkins, citizen, spoke on her concern over the negative impact that would result in the closing of schools. Mr. Carson Craig, of Affordable Lawn Care, addressed the Board with his complaints on the bidding process, in particular the paperwork involving the required equipment listing. Mr. Craig did not believe it was clearly stated in the documents. He stated that he was not awarded these properties, even though he was the low bidder, as he did not provide the aforementioned equipment list. Mr. Cheek noted that this matter will be addressed later in the meeting. There being no other citizens wishing to speak, the citizen comment period was closed. (3) APPROVAL OF CONSENT AGENDA Mrs. Kathleen D. Guzi, County Administrator, read the consent agenda for the Board s consideration: a. Request from Fiscal Management to authorize a supplemental appropriation in the amount of $19,066.00, which represents the balance of the COPS Technology Program Grant, on behalf of the Sheriff s Office Supervisor Lowry made a motion to approve the consent agenda Voting yes: Voting no: Mr. Lowry, Mr. Arrington, Mrs. Pollard, Mr. Sharp, Mr. Neudorfer, Mr. Wheeler and Mr. Cheek None (4) APPROVAL OF MINUTES Supervisor Pollard made a motion to approve the minutes of January 11, 2010 Voting yes: Voting no: Mrs. Pollard, Mr. Sharp, Mr. Neudorfer, Mr. Wheeler, Mr. Lowry, Mr. Arrington and Mr. Cheek None (5) PUBLIC HEARINGS / PUBLIC APPEARANCES (5a) Mr. Jeff Powers, Chairman of the Agriculture Economic Development Advisory Board, appeared before the Board to present their annual report. Page 5 of 10

6 Dr. Don Gardner, of the Agriculture Economic Development Advisory Board, addressed the Board regarding the Chesapeake Clean Water and Ecosystem Restoration Act. He requested the Board s support in expressing to our legislators the detrimental efforts this will have on the community in general and their disapproval of this regulation. The Board voiced their approval of sending a letter to both federal and state officials supporting the Agriculture Economic Development Advisory Board s position on this proposed legislation. (6) ACTION ITEMS (6a) Mr. Frank J. Rogers, Assistant County Administrator, addressed the citizen concerns with regard to the specification requirements of bids by reading verbatim from the Invitation to Bid document. Mr. Rogers wanted to clarify for the Board that the documentation did require the mandatory meeting, the deadline for questions for potential bidders and it was communicated from the onset that on February 16 th additional information to clarify any bid requirements would be provided. He did note that Affordable Lawn Care did come back with the lowest price, however, the bid were lacking the commercial equipment list, which was listed as a requirement in the addendum. The bid was also missing a schedule, which was noted as a requirement in the Invitation to Bid. Mr. Rogers then outlined the request to approve the award of the Parks and Recreation mowing contracts to J-Bird Lawn Care. He noted that there were no qualifying bids for Zone 2, as the bids received for this zone were incomplete. Mr. Cheek then inquired why there was a requirement this year for an equipment list. Mr. Rogers noted that there was some concern last year that the contractor s equipment was perhaps not adequate to perform the requirements of the mowing contract. Mr. Cheek inquired on why there was only three days between when the addendum was sent and the bids were due. Mr. Rogers noted in order to give the potential bidders as much time as possible to review the bid documents, do a site visit, to attend the mandatory bid meeting and to allow them enough time to formalize their questions, brought it to February 12 th. The addendums went out on February 16 th, as was noted in the initial Invitation to Bid. Supervisor Pollard made a motion to approve Resolution # R There was then further discussion by Mr. Sharp asking if there was mention of the equipment list in the original bid packet. Mr. Rogers answered no there was not any mention of this in the original packet. Mr. Sharp remarked that if there was no mention of this in the original packet, how could a question be raised? Mr. Rogers noted that there was mention of seeking commercial references and the question was asked if the County would require a commercial equipment list. This was considered to be a logical request in order to assure that the contractor who was awarded the contract had the proper equipment to perform the job. WHEREAS, the Bedford County Department of Parks and Recreation has determined a more costeffective and fair process for awarding contracts for landscape maintenance was necessary for numerous County properties; and Page 6 of 10

7 WHEREAS, a Request for Proposals was issued on January 31, 2010, resulting in 8 bid submissions at the public bid opening on February 19, 2010; and WHEREAS, the only bids that met the requirements as set forth in the Request for Proposals were submitted by J-Bird Lawn Care, except for Zone 2 for which no qualifying bids were received; now THEREFORE, BE IT RESOLVED, that the Board of Supervisors gives its approval for the Bedford County Parks and Recreation Department to award contracts for landscape maintenance for the 2010 season to J-Bird Lawn Care for the following locations: Zone One (Sedalia, Big Island Elm., Georgia Pacific & Boonsboro Ruritan) Zone Three (Huddleston Elm., Huddleston Ruritan, Moneta Elementary) Zone Four (Goodview Elementary, Stewartsville Rec., Old Montvale School, Montvale Rec.) Zone Five (Montvale Industrial EDA) Voting yes: Mrs. Pollard and Mr. Neudorfer Voting no: Mr. Arrington, Mr. Lowry, Mr. Wheeler, Mr. Sharp and Mr. Cheek Motion denied Mr. Carl Boggess, County Attorney, then advised the Board that the only option available, as this was denied, was to re-bid the contract. Mrs. Guzi noted that was why a mandatory tour was required and it was stated in the Invitation to Bid that questions would be allowed, which the County would clarify or ask for additional information. She stated that she wanted to explain the process to advise the Board on what is allowable under State Code. Mr. Sharp stated that he has concerns with the timing of the request in that it was not included in the original Invitation to Bid. Mrs. Guzi noted that Affordable Lawn Care did not submit a mowing schedule, which was requested in the original bid document. She inquired if the Board would still like to make this a requirement, to which Mr. Sharp stated that this would be a reasonable request. Mr. Wheeler expressed his concern that the original bidders dollar amounts were now known. Mr. Neudorfer noted that in his previous experiences with bid documents, addendums are not an uncommon occurrence. It is the respondents responsibility to take this into account. Supervisor Wheeler made a motion to reconsider Resolution # R WHEREAS, the Bedford County Department of Parks and Recreation has determined a more costeffective and fair process for awarding contracts for landscape maintenance was necessary for numerous County properties; and WHEREAS, a Request for Proposals was issued on January 31, 2010, resulting in 8 bid submissions at the public bid opening on February 19, 2010; and WHEREAS, the only bids that met the requirements as set forth in the Request for Proposals were submitted by J-Bird Lawn Care, except for Zone 2 for which no qualifying bids were received; now Page 7 of 10

8 THEREFORE, BE IT RESOLVED, that the Board of Supervisors gives its approval for the Bedford County Parks and Recreation Department to award contracts for landscape maintenance for the 2010 season to J-Bird Lawn Care for the following locations: Zone One (Sedalia, Big Island Elm., Georgia Pacific & Boonsboro Ruritan) Zone Three (Huddleston Elm., Huddleston Ruritan, Moneta Elementary) Zone Four (Goodview Elementary, Stewartsville Rec., Old Montvale School, Montvale Rec.) Zone Five (Montvale Industrial EDA) Voting yes: Mr. Wheeler, Mrs. Pollard and Mr. Neudorfer Voting no: Mr. Arrington, Mr. Lowry, Mr. Sharp and Mr. Cheek Motion denied (7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND RECOMMENDATIONS None (8) APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES None (9) COUNTY ATTORNEY REPORTS, REQUESTS AND RECOMMENDATION Mr. Carl Boggess, County Attorney, mentioned that he faxed a memo to the Board regarding livestock killed by dogs, which was requested by the Board at the last meeting. Mr. Wheeler mentioned that this matter should possibly be discussed when considering the budget. Mr. Arrington stated that he feels that our Agricultural Board should be involved in discussing this and give the Board a recommendation. There was a consensus from the Board on this recommendation. Supervisor Sharp then made a motion to go into Closed Session pursuant to Section (A) (3) for consideration of acquisition or disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position of negotiating strategy of the public body, specifically County parks and recreation property. Voting yes: Mr. Sharp, Mr. Neudorfer, Mr. Wheeler, Mr. Lowry, Mr. Arrington, Mrs. Pollard and Mr. Cheek Voting no: None Motion Passed Supervisor Pollard made a motion to go back into regular session. Voting yes: Mrs. Pollard, Mr. Sharp, Mr. Neudorfer, Mr. Wheeler, Mr. Lowry, Mr. Arrington and Mr. Cheek Page 8 of 10

9 Voting no: None Motion Passed Supervisor Sharp made a motion that in accordance with Section D the Board certifies that to the best of each member s knowledge, only public business matters lawfully exempted from open meeting requirements under this chapter and only such public business matters as were identified in the motion by which the closed session was convened, were heard, discussed or considered in the closed session by the Board. Voting yes: Mr. Sharp, Mr. Neudorfer, Mr. Wheeler, Mr. Lowry, Mr. Arrington, Mrs. Pollard and Mr. Cheek Voting no: None Motion Passed Mr. Wheeler stated that he does not feel that the Board should meet with the Planning Commission on the zoning ordinance until after the budget is finalized. Mrs. Pollard and Mr. Lowry are in agreement with Mr. Wheeler. The Board, with the exception of Mr. Neudorfer, was in agreement with postponing meeting with the Planning Commission on the zoning ordinance until after the budget is finalized. (10) COUNTY ADMINISTRATOR S REPORTS, REQUESTS AND RECOMMENDATIONS (10a) The Board was given a copy of the minutes for the Bedford County Planning Commission of January 4, 2010 (10b) The Board was given a copy of the Bedford County Building Report for January 2010 (10c) The Board was given a copy of the Bedford County Communications Report for January 2010 Mrs. Kathleen D. Guzi, County Administrator, noted that she will be distributing to the Board the proposed zoning maps. She noted the difference in the House, Senate and governor s budget and indicated that she is going to provide the Board with options to balance the budget. (11) PENDING MATTERS Supervisor Wheeler made the motion to adjourn Page 9 of 10

10 Voting yes: Mr. Wheeler, Mr. Lowry, Mr. Arrington, Mrs. Pollard, Mr. Sharp, Mr. Neudorfer and Mr. Cheek Voting no: None Motion Passed Chairman Cheek adjourned the meeting at 9:11 P.M. Page 10 of 10