August 18, 2011
AT THE REGULAR MEETING OF THE BOARD OF SUPERVISORS OF NOTTOWAY
COUNTY, VIRGINIA, HELD AT THE COURTHOUSE THEREOF, ON THURSDAY, THE
18TH DAY OF AUGUST IN THE YEAR OF OUR LORD TWO THOUSAND ELEVEN AND
IN THE 236TH YEAR OF THE COMMONWEALTH:
PRESENT: GARY L. SIMMONS, CHAIRMAN
JACK J. GREEN, VICE CHAIRMAN
SHERMAN C. VAUGHN
CLARENCE A. SIMPSON
STEVE BOWEN
RONALD E. ROARK, COUNTY ADMINISTRATOR
JOHN N. PROSISE, ASSISTANT COUNTY ADMINISTRATOR
MAYO K. GRAVATT, COUNTY ATTORNEY
Chairman Simmons called the meeting to order at 7:00 p.m.
Mr. Jack Green, Nottoway County Board of Supervisors, gave the invocation.
The minutes of the July 21, 2011 regular Board meeting and August 09, 2011 special call
meeting were presented. Supervisor Vaughn moved to adopt the July 21, 2011 and August 09,
2011 minutes as presented. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
Chairman Simmons asks if there are any delegations from the public;
Ms. Arlene Robertson: Ms. Robertson is present to speak concerning the Crewe
Volunteer Fire Department, the Crewe Fire Chief Val Wilson in particular. Ms. Robertson
insists that Chief Wilson failed to respond to correspondence in request for water for a private
function. Ms. Robertson further reports that when Chief Wilson did finally respond to her
communication attempts he responded in non-professional manner and his comments were made
in poor taste.
Supervisor Vaughn urges Ms. Robertson to attend a Crewe Town Council meeting and
express her concerns as the Town holds first priority for its jurisdictional department.
Special Exception Permit – Todd Lewis: Administrator Roark informs the Board of the
Planning Commission recommendation for the request to install a mobile home to be used as a
residence on property located off Rt. 460 – Cox Road in Bellefonte District; property is zoned
RR, Rural Residential and is owned by Todd Lewis; the Planning Commission recommends
approval.
Supervisor Vaughn moves to approve Todd Lewis’ special exception permit to install a
mobile home to be used as a residence on property located off Rt. 460 – Cox Road in Bellefonte
District. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
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August 18, 2011
Presentation – Bill Coalson – Aggressive Appraisals: Mr. Coalson is present to update
the Board on the status of the 2012 Reassessment. Mr. Coalson provides current real estate
market statistics and suggests that the market is showing a minimal increase; only 10 to 12 sales
per month on average. Mr. Coalson reports that the sales, on average, are staying stable between
90 & 95 percent of appraised value. Mr. Coalson informs that there are approximately 1000
properties left to assess and he is hoping for the general assessment to be completed by midOctober 2011.
Supervisor Vaughn questions how the proposed location of the Federal Services Agency
at Pickett Park will affect the 2012 reassessment. Mr. Coalson urges such a facility will not
affect the 2012 reassessment as it is only proposed at the present time.
Highway Department: Virginia Department of Transportation monthly
maintenance/construction update
Mr. Rob Crandol, Project Controls Engineer, is present to address any concerns the Board
may have. Mr. Crandol discusses the upcoming public hearing on the Route 460 Business (Cox
Road) bridge replacement project and urges the citizens to attend. Mr. Crandol also urges the
Board to attend the Fall Transportation meeting and provide feedback on VDOT efficiency in the
County.
Chairman Simmons requests the timeline for a project scheduled to occur in the
Burkeville area; Mr. Crandol will provide the information to Administrator Roark. Vice
Chairman Green requests to have a road maintenance issue looked into.
Letter – Department of Transportation – Michael A. Estes, P.E., Director, Local
Assistance Division: Seeking applications for the FY13 Revenue Sharing Program
Letter – Department of Transportation – Michael Tatom, P.E., Program Manager:
Providing notice of an upcoming public hearing on the Route 460 Business (Cox Road) Bridge
Replacement project; Wednesday, August 24, 2011, 4-6 p.m. at the Blackstone Volunteer Fire
Department, 318 Church Street, Blackstone, VA 23824
School Board – Dexter K. Payne, Clerk: Actions taken at the Nottoway County School
Board meeting held on August 11, 2011; minutes of the Nottoway County School Board meeting
held on July 14, 2011, listing of summer maintenance projects performed at all School properties
Economic Development Committee: Administrator Roark informs the next meeting will
be held on Thursday, August 25, 2011
Regional Jail Report & Juvenile Detention Center: June 2011 Piedmont Regional Jail
Transportation report, June 2011 Piedmont Regional Jail revenue report, minutes of the
Piedmont Regional Jail Board meeting held on June 22, 2011, July 27, 2011 Piedmont Regional
Jail population
Landfill: Administrator Roark gave the Landfill report
Administrator Roark informs the Board he is in receipt of the annual invoice from the
Department of Environmental Quality for the Landfill permit; $2,049.07.
Administrator Roark presents the Board with information researched by the Nottoway
County Planning Office concerning ways to increase the recycling rate by reducing the quantity
of waste deposited into the Landfill, also known as a resource reduction plan. Administrator
Roark will place this information on the agenda for the next regular Board meeting.
A – Letter – Department of Environmental Quality – Michael D. Sexton, Groundwater
Remediation Specialist: Results of the 1st quarterly sampling of the Nottoway County Landfill –
Active Area: Detection Monitoring Program: all reporting requirements met
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August 18, 2011
B – Groundwater Monitoring – Leonard Ford, Jr., Environmental Services – Draper Aden
Associates: Results of the Nottoway County Landfill – Active facility – Groundwater
Monitoring Program Sampling Event 59: 07-14-11; demonstrated compliance with all
regulations
Gas Monitoring - Leonard Ford, Jr., Environmental Services – Draper Aden Associates:
Results of the Nottoway County Landfill Gas Monitoring Program Monitoring Event: 07/13/11;
demonstrated compliance with all regulations
C-
July 2011 Solid Waste Report; an average of 68.6 tons of waste per day
Fort Pickett Redevelopment Authority: Administrator Roark informs of a public briefing
to be held on September 08, 2011 at 7:00 p.m. at the Camp Pickett Officer’s Club by the State
Department and Department of General Services on a proposed State Department project.
Planning Commission Report: Administrator Roark informs that the Commission heard
Mr. Todd Lewis’ special exception request. The Commission also heard a request to seek an
amendment to the Zoning Ordinance to allow a guest house in an A-1, Agricultural District as a
use by special exception; the Commission will hold a public hearing on this request at its next
meeting.
Southside Marketing Group: Administrator Roark explains the Board needs to take
action. Supervisor Vaughn moves to join the Southside Marketing Group for a period of two
years and evaluate its usefulness at that time for possible renewal; motion is contingent upon
receipt of grant funding by the Tobacco Commission and Commonwealth of Virginia. The
motion further states for the annual fee of $16,000 to be taken from the LRA fund. The motion
carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
Letter – Dexter K. Payne, Clerk – Nottoway County Public Schools: Requesting
approval, on behalf of the Nottoway County School Board, to declare two wooden buildings
located at the former Blackstone Intermediate School property as surplus; the buildings have
been deemed unsafe. Administrator explains that the buildings are currently under lease to the
Town of Blackstone who plans to raze the structures if declared surplus.
Administrator Roark informs that he and the Courthouse Complex Committee members
(Supervisors Bowen and Simpson) toured the facilities and suggests the buildings are in
structurally sound condition and, with a bit of repairs, can be used as facilities should a disaster
arise that displaces one of the current school buildings. Following Board discussion, the
consensus is to postpone action on the buildings until the next regular Board meeting to allow the
remaining Board members to tour the buildings.
Administrator Roark discuss a proposal from the Virginia Cooperative Extension –
Central District to consider a joint Extension Agent; finances to be shared equally between
Nottoway and Lunenburg; Central District Director Daniel L. Goerlich urges for representatives
from both Counties to arrange a meeting to discuss the proposal with the hopes of advertising for
this joint position (if agreed upon) with the next few months.
Vice Chairman Green moves to accept the proposal for a joint Extension Agent with
Lunenburg County. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
3
August 18, 2011
Letter – George Lamb, Chair, Nottoway County Community Planning Management
Team (CPMT): Chairman Lamb asks for the Boards consideration of the CPMT request to
employ a part-time Comprehensive Services Coordinator using appropriated Administration
funding; urges that a coordinator of services can plausibly reduce Comprehensive Services
expenditures along with offering better management and more efficient services. Chairman
Lamb further explains the wish to have this position be created on a trial basis and evaluated at
the end of a one-year period to determine its efficiency and financial feasibility.
Supervisor Bowen moves to approve employing a part-time Comprehensive Services
(CSA) Coordinator using appropriated CSA Administration funding for a trial period of one
year. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
Notice – Emergency Food and Shelter National Board Program: Nottoway County has
been awarded $5,200 for the purpose of awarding non-profit organizations, through an
application process, funding necessary to provide emergency food and shelter services to the
community.
Letter – Jeff Liverman: Requesting the Boards consideration on a request to amend the
Nottoway County Zoning Ordinance to allow a guest house in an Agricultural district.
Administrator Roark informs the Board that the Planning Commission has received Mr.
Liverman’s request and will be holding a public hearing at its next meeting.
Request for refund – Clarence Roark: Administrator Roark informs that Clarence Roark
is requesting a refund of the 10 percent, $1.60, withheld from his trailer decal purchased
unnecessarily; the Board originally approved, following policy, a refund of only 90 percent of
the decal purchase price. Supervisor Vaughn moves to approve refunding Mr. Roark the 10
percent, $1.60.
County Attorney Gravatt urges the Board to reconsider Supervisor Vaughn’s motion
suggesting that such an action will cause a domino effect. Supervisor Vaughn withdraws his
motion.
Chairman Simmons presented the CONSENT CALENDAR:
1 – Budget Adjustment – Sheriff - $2423.95
REVENUES:
3-100-18990-0050
EXPENDITURES:
4-100-31020-5408
Miscellaneous
(VML Insurance Proceeds)
$2,423.95
$2,423.95
Vehicle Supplies
$2,423.95
$2,423.95
2 – Budget Adjustment – Sheriff - $364.05
REVENUES:
3-100-18990-0050
EXPENDITURES:
4-100-31020-5408
Miscellaneous
$364.05
(Soc. Ser. Fuel consumption reimb) $364.05
Vehicle Supplies
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$364.05
$364.05
August 18, 2011
Supervisor Vaughn moves to approve the CONSENT CALENDAR as presented. The
motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
Administrator Roark presented the following information items:
1 – Letter – United States Department of Agriculture – Rural Development: Providing
public notification material relating to past discrimination of Hispanic and female farmers;
asking for the material to be displayed for public viewing
2 – Commonwealth Regional Council Park-n-Ride Study completed March 2011 for the
14th Planning District; proposes possible new locations
3 – Letter – PFM Asset Management LLC – Katia Frock, Senior Managing Consultant:
Providing a summary of arbitrage rebate and yield restriction liabilities for bond proceeds
invested with the Virginia SNAP
4 – Letter – Sharon L. Harrup, MS, CEO, STEPS, Inc.: Expressing appreciation for the
FY12 County allocation provided STEPS
5 - Sheriff’s Report: Nottoway Sheriff’s Office partial activity report for July 2011
6 – Letter – Virginia Cooperative Extension – Edwin J. Jones, Ph.D, Director:
Introduction to new Director Jones and expresses appreciation for the continued support of the
Extension Service
7 – Minutes:
Minutes of the Nottoway County Library Board of Trustees meeting held on July 20,
2011
Minutes of the South Central Workforce Investment Board meeting held on April 21,
2011
Minutes of the South Central Workforce Investment Board meeting held on April 29,
2011
Minutes of the Nottoway County Community Policy and Management Team meeting
held on May 23, 2011
Minutes of the Piedmont Soil and Water Conservation District Board of Directors
meeting held on June 28, 2011
Administrator Roark presented the following correspondence:
Administrator Roark informs the Board that Commonwealth Attorney Gravatt has
received approval on the 2011 redistricting plan from the Justice Department.
Administrator Roark informs the Board that Mrs. Esther Crawford, a member of the
Department of Social Services Board, has reached the end of her second, consecutive term and is
not eligible for reappointment; Supervisor Vaughn will have an appointment at the next regular
Board meeting.
5
August 18, 2011
Administrator Roark informs the Board that representatives from FDC Enterprises has
requested for Administrator Roark and Assistant Administrator Prosise to attend a switch grass
program in Ohio in mid-September; at the expense of FDC Enterprises. Supervisor Simpson
moves to authorize Administrator Roark and Assistant Administrator Prosise to attend the switch
grass presentation in Ohio at the expense of FDC Enterprises. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
1 - Building Inspector’s Report: Report period July 2011
2 – Animal Control Officer’s Report: Report period July 12, 2011 thru August 08, 2011
3 – Erosion & Sedimentation Report: Report period June 2011
4 – Administrator Roark provides the Board with pictures of the new dog pins recently
installed in the Nottoway County Animal Pound
5 – Letter of Notification – Department of Agriculture and Consumer Services, Division
of Animal & Food Industry Services – Office of Animal Care and Health Policy – Sherry Helsel,
LVT, Animal Pound & Shelter Inspector: notification of receipt of corrections
6 – Letter – Virginia Retirement System – Jane P. Berry, CPA, Compliance Auditor:
Providing notification that Nottoway does not have an ordinance, or resolution, recognizing the
Nottoway County Emergency Squad, and its members, as part of the County’s safety program;
such a resolution or ordinance is required to include these members in the Line of Duty Act
coverage
Supervisor Vaughn moves to adopt a resolution recognizing the volunteer members of the
Nottoway County Emergency Squad as part of the County’s safety program; thus making them
eligible for Line of Duty Act coverage. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
(SEE PAGE
THRU PAGE
FOR RESOLUTION)
7 –Letter – Department of Conservation and Recreation – David A. Johnson, Director:
Requesting additional assistance in the efforts related to the Chesapeake Bay cleanup
Implementation Plan; requesting input on specific subject matters
8 – Hazardous Mitigation Plan: Administrator Roark informs the Board he has received
the Draft Hazardous Mitigation Plan from the Commonwealth Regional Council and will have it
available in the office for their review if they wish.
9 - Road Maintenance & E911 maintenance report
6
August 18, 2011
10 - Supervisor Vaughn moves to enter into closed session under Section 2.2-3711A(3) –
Sale of Property, and Section 2.2-3711A(5) – to confer with legal counsel, of the Virginia Code.
The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
The Board enters closed session at 8:12 p.m.
The Board returned to open session at 9:25 p.m.
Administrator Roark asks the Board to certify the closed session. Members were then
asked to certify the closed session, an affirmative vote meaning that no other subject was
discussed other than that allowed under the above code sections. The motion carried as follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
(SEE PAGE
THRU PAGE
FOR CERTIFICATION
OF EXECUTIVE MEETING)
Vice Chairman Green asks the Board for their consideration to allow him to step down
from his position on the H.O.P.E. Board of Directors and replace him with Mr. James Dyson.
Supervisor Simpson moves to allow the change of Board membership. The motion carried as
follows:
S.W. Bowen
C.A. Simpson
S.C. Vaughn
J.J. Green
G.L. Simmons
Yes
Yes
Yes
Yes
Yes
Chairman Simmons comments on a recent piece of correspondence from the Virginia
Association of Counties expressing its desire to honor September 11 with a state-wide moment
of silence on August 11, 2011 at 1:00 p.m.
There being no further business to come before the Board, Chairman Simmons adjourned
the meeting at 9:31 p.m. until August 30, 2011 at 6:30 p.m.
Chairman
Clerk
7