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HomeMy WebLinkAbout1984-07-11July~ll, 1984 (Regular Day Meeting) A regular meeting of the Board of Supervisors of Albemarle County, Virginia, was held on July ll, 1984 at 9:00 A.M., in Meeting Room 7, County Office Building, 401 McIntire Road, Charlottesville, Virginia. Present: Mrs. Patricia H. Cooke, Messrs. J. T. Henley, Jr., C. Timothy Lindstrom (arrived at 9:25 A.M.) and Peter T. Way. ABSENT: Mr. F. R. Bowie and Mr. Gerald E. Fisher. Officers Present: County Executive, Guy B. Agnor, Jr., County Attorney, George R. St. John; and Deputy County Executive, Robert W. Tucker, Jr. Agenda Item No. 1. Cooke, at 9:26 A.M. The meeting was called to order by the Vice-Chairman, Mrs. Patricia H Agenda Item No. 2. Agenda Item No. 3. Pledge of Allegiance. Moment of Silence. Agenda Item No. 4. Consent Agenda. the consent agenda was approved and accepted as presented. following recorded vote: AYES: Mrs. Cooke and Messrs. Henley,' Lindstrom and Way. NAYS: None. ABSENT: Mr. Bowie and Mr. Fisher. On motion by Mr. Lindstrom, seconded by Mr. Way, The motion carried by the Item No. 4.1. Statements of Expehses of the DePartment of Finance, Sheriff, and Regional Jail for June, 1984, for the State Compensation Board, were approved as presented. Item No. 4.2. Street Sign Request - Blue Ridge View Subdivision. Mrs. Ann S. Morris, a resident of this subdivision in Free Union has requested and agreed to pay for a street sign to identify Old Orchard Road at its intersection with State Route 665. To accomplish this request, the following resolution was adopted: WHEREAS, request has been received for a street sign to identify the following road: Old Orchard Road (State Route 1545) at the southeast corner of its intersection with State Route 665; and WHEREAS, a citizen has agreed to purchase this sign through the office of the County Executive and to conform to standards set by the State Department of Highways and Transportation: NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Albemarle County, Virginia, that the Virginia De~partment of Highways and Transportation be, and the same is hereby requested to install and maintain the above mentioned street sign. Item No. 4.2. Department of Social Services Report for the Month of April, 1984, was received as information, along with following memorandum from Karen L. Morris, dated June 19, 1984: "Once again, we will be underspending our total local appropriation for the year. This has been possible this year by stabilizing our administrative expenditures, reducing the number of residential placements for foster children, and utilizing Social Service Block Grant monies for companion services to greater extent than originally anticipated. There has been some reduction in the Food Stamp and Aid to Dependent Children programs caseloads, while the administrative costs of these programs have increased due to regulatory changes. This seems to be fairly consistent statewide. The number of applicants overall remains fairly stable. However, we are seeing many new clients who have not asked for financial assistance or services in the past. Because of this and policy changes in several programs which will be in effect in the coming year, we anticipate some changes that may be necessary in order to meet the demands that will be made upon us. Note: If acceptable to the Board, I will be happy to make this type of summary to you on a quarterly basis." Mr. Way said he appreciated Mrs. Morris' offer to m~ke this type of report quarterly. He would appreciate having such a written report, but would suggest that it be made monthly. 2,66 July 11, 1984 (Regular Day Meeting) Item No. 4.4. The following letters were received as information form the Virginia Department of Highways and Transportation: "June 27, 1984 As requested in your resolution dated May 9, 1984, the following addition to and abandonment from the Secondary System of Albemarle County are hereby approved, effective June 27, 1984. ADDITION LENGTH Section 6 of New Connection Route 657 - From Route 743 to Old Route 657. 0.04 Mi. ABANDONMENT Section 3 of Old Location Route 657 - From Route 743 to the New Connection. 0.07 Mi." "June 26, 1984 As requested in your resolution dated November 9, 1983, the following addition to the Secondary System of Albemarle County is hereby approved, effective July 1, 1984. ADDITION LENGTH WYNRIDGE SUBDIVISION Westfield Court - From Route 1452 to end of Cul-de-sac 0.09 Mi." "June 14, 1984 RE: Route 649 Project: 0649-002-205, C501 Reference is made to your letter dated March 15, 1984, addressed to Mr. A. S. Brown which indicated Board of Supervisors' action to release the $150,000 funding from the airport access fund for the above captioned project. This is to advise that at their meeting on May 17, 1984, the Highway and Transportation Commission withdrew its 1981-82 airport access fund allocation of $150,000 and reassigned it to the unallocated airport access fund. Attached is a copy of the commission's resolution taking this action (on file in Clerk's office). I request that you adVise the board of this action. Yours truly, (Signed) D. S. Roosevelt Resident Engineer" "July 3, 1984 As requested in your resolution dated December 14, 1983, the following addition to the Secondary System of Albemarle County is hereby approved, effective July 3, 1984. ADDITION LENGTH COUNTRY VIEW ~SUBD'IVI'SI'ON Country Lane - From Route ?08 Northwest, 0.21 Mi. to end of Cul-de-sac. 0.21 Mi." Item No. 4.5. The following letters/notices were received concerning utilities: a) From Columbia Gas of Virginia, Inc. dated June 11, 1984, an application for increased rates filed with the Virginia State Corporation Commission. The requested increase amounts to $1,846,878 or 2.59 percent of total revenues. The State Corporation Commission has ordered that the Company's proposed increase'.in rates filed on June ll, 1984 be granted, that the proposed amended tariffs should be applied to service rendered on and after July ll, 1984, and that such tariffs remain in effect, subject to refund, until such time as a full investigation and hearing can be held on the Company's application. b) A letter dated June 20, 1984, from VEPCO signed by R. J. Gutleber, Director, T&D Engineering Services, concerning Order Rescheduling Hearing - Hollymead 230 Kv Line, Case No. PUE820091. Letter stated that the SCS has rescheduled a public hearing at ll:00 a.m. on July 12, 1984 to discuss alternate routes for the Hollymead 230 Kv transmission line in the vicinity of Stony Point. c) Copy of Hearing Examiner's Ruling dated June 28, 1984, on application of Virginia Electric~iand Power Company for approval of electrical facilities under Virginia Code Section 5646.1 and for certification of such facilities under the Utility Facilities Act. Request was for a continuance of hearing and same was granted. Hearing to be on July 23, 1984 at ll:00 a.m. in the State Corporation Commission's Courtroom, Richmond, Virginia. July 11, 1984 (Regular Day Meeting) 267 Item No. 4.6. Quarterly Report of the Thomas Jefferson Emergency Medical Services Council Inc. for the fourth quarter of 1983-84 was received as information. Agenda Item No. 5. Approval of Minutes: February 15, March 14, March 21 (afternoon), and April 18 (Afternoon), 1984. Mrs. Cooke had read the minutes of February 15 and April 18 (afternoon), 1984, and found no errors. The other minutes had not been read. Motion was offered by Mr. Way, seconded by Mr. Lindstrom, to approve the minutes of February 15 and April 18 (afternoon), 1984, as presented. The motion carried by the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Agenda Item No. 6a. Highway Matters: Request from Percy F. Lawrence. Mr. Lawrence was present and read from a petition containing 339 signatures of people requesting improve- ments to Route 601 between Route 668 and Route 810 at Boonesvilie. Mr. Lawrence said that from about one and one-half miles past Maupin's Store toward Boonesville the road is very narrow and there are fifteen blind curves. There is one embankment coming south where the trees hang over the road so a driver cannot see the road at all. There are a lot of large trucks which use the road, including delivery and logging trucks. Everyone would like to have the road improved to make a safer traveling highway for all the children and people living in the territory. Mr. Lawrence said there are people living in the area who say the highway has not been touched for more than 50 years. The population in this part of the County has grown tremendously in recent years. These people would appreciate the road being widened for about five miles from Route 668 to Route 810 at Boonesville, and if it cannot be widened, a little cutting back of vegetation would be appreciated. Mrs. Cooke called on Mr. Dan Roosevelt, Resident Highway Engineer, for comments. Mr. Roosevelt said this section of road carried 515 vehicle trips per day in 1982 when the last traffic counts were made. To widen and improve the road would probably cost about $2 mil- lion, as a total reconstruction of the road would be required. To accommodate this cost would take a major revision of the current Six-Year Highway Plan. There is some money in that plan for undesignated items, and Mr. Roosevelt said he could make a sight review of the road and then give a better estimate of the cost. Mr. Henley suggested that a great improvement might be made by simply cutting back and trimming trees and vegetation along the shoulders. Mrs. Cooke asked if Mr. Roosevelt had any statistics on accidents on this road. Mr. Roosevelt said he would get in touch with Mr. Lawrence and arrange to ride over the road to ascertain what might be done with existing funds. Agenda Item No. 6b. Highway Matters: Draft letter re: Piedmont Corridor Highway. Mr. Tucker said that after the Board met with representatives of the Highway Department on June 13, 1984, the staff attempted to draft a letter to Mr. Harold King, State Highway Commissioner, to explain how important the South Fork Rivanna River watershed is to the County. Efforts the County has made during last nine or so years to protect the watershed and to improve the quality of water have been outlined and it is indicated in the letter that the Board feels the location proposed for the Piedmont Corridor through the watershed is in conflict with the goals of the County's Comprehensive Plan. Mr. St. John suggested that a reference be made of the University of North Carolina study of the County's efforts to protect the watershed. This book has been sent to a lot of planning institutions and universities as an example of ways to protect watersheds. Mr. Agnor asked if this letter should be sent to the Culpeper District representatiwe on the Commission. Mr. Roosevelt said it should be recognized that the reason for considering this highway rests with people living to the south of Albemarle and not so much with the Hig~hway Department. If the Board could find out who the persons are who are leading this group to the south, he feels it would be well to send them a copy. Mr. Roosevelt said his impression is that this letter expresses not only opposition to the road going through the watershed, but to any road of this nature. Mr. Tucker said the letter is not worded that way, but could be if the Board so desired. Mr. Lindstrom said he did not believe the people in the southern part of the State will change their minds because this Board expresses its opposition. Mr. Lindstrom suggested that a formal resolution might be a good thing to attach. Mr. Tucker said this draft letter might be turned into a resolution. Mrs. Cooke felt the Board might receive a better response to the resolution if it were based on Board's concern about the watershed. It was decided that the staff would turn the draft letter into a formal resolution and return same at the next meeting of the Board on July 18. Agenda Item No. 6c. Other Highway Matters. Mr. Way said he had spoken with Mr. Roosevelt about the bridge project on Route 729 at Buck Island Creek. A number of his constituents have expressed negative comments about the projects relative to construction of the bridge and approaches at Buck Island Creek and would like to have an opportunity to get their comments on the record. Mr. Way said he personally is satisfied with the project and has told his constituents that he feels something must be done to the existing bridge. He asked Mr. Roosevelt if it was too late for the Highway Department to take comments. July 11, 1984 (Regular Day Meeting) Mr. Roosevelt said, the "Notice of Willingness to Hold A Public Hearing" has expired. However the location of the project has not been given final approval and the design is still being worked on. If the Board wants to adopt a resolution requesting a public hearing, Mr. Roosevelt said he would forward it to Richmond stating his support, and he felt the Department would go ahead and authorize the hearing. Mr. Way said he would like to do that, and offered motion to adopt the following resolution: '~BE IT RESOLVED by the Board of Supervisors of Albemarle County, Virginia, that due to objections raised by the citizens in the Scottsville District relative to the proposed construction of bridge and approaches over Buck Island Creek in Albemarle County, Virginia, Route 729 (Albemarle County Project 0729- 002-211, C-501, B-648), said Board does hereby request the Virginia Department of Highways and Transportation to hold a public hearing for the purpose of receiving comments relative to this proposal since it is informed that site selection for the project has not been ~accomplished, and engineering work is still in developmental stages." The foregoing motion was seconded by Mr. Lindstrom and carriedby the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Mr. Way noted that the town of Scottsville holds a parade on the Fourth of July each year. This year, one-way traffic was allowed to take place while the parade was in progress and he felt that to be inappropriate. In years past, traffic was blocked off completely. He asked if there is some way for the road to be blocked off, or ~have extra deputies direct traffic in other directions. Mr. Roosevelt said he will talk with the people from Scottsville, the Police Chief, and the traffic control people from the Highway Department to discuss the situation. The one problem here is that there is no convenient detour around the area in question, and this is a primary road. Mr. Way said he understands the town itself is the one who makes the request, but there are ways to bypass this area. Mr. Way said he would appreciate someone looking at this situation before next July. Mr. Agnor said the Scottsville town policeman does ask for help from both the State and County Police during this event. Mr. Lindstrom mentioned the intersections at'~Hydrautic/Whi$ewood, Hydraulic/Georgetown and Barracks/Georgetown roads and asked if'after eleven o'clock at night, the lights could go on flash instead of the regular sequencing. Mr. Roosevelt said it is physically possible, but the Department has a policy of not putting any signals on flash. This particular signal is traffic activated and if it is not changing with traffic, there is a problem with the detector, and he will report this to the traffic engineer. Agenda Item No. 7. Transfer of Appropriations for Capital Projects. Memorandum dated July 5, 1984, was received from Ray B. Jones, Deputy County Executive. It noted that the 1984-85 Capital Improvements Program (CIP) budget included ten education items scheduled as 1984 Summer projects. These items had been planned so same would be completed before the August 27, 198.4, opening of the schools. There are several existing school projects where there will be unexpended funds at the completion of the projects. Since the 1984-85 CIP has not been seen by this Board, although has been reviewed by the Planning Commission, it is requested that $83,113.66 in appropriations be transferred from projects which are nearly completed, to the new projects so that miscellaneous repairs may be completed during the Summer months while the children are not in school. Since these are transfers, no public hearing or waiting period is required before the Board can take action. Mr. Way said at least thirty days work time has been lost so far, and he then offered motion to approve the following transfers within the Capital Improvements Fund: FROM: Red Hill Elementary School Henley Middle School Walton School Crozet Elementary School Piedmont Community College Softball Field Crozet School Recreation Brownsville/Henley Athletic Field C/A Technical Education Center Roof Repairs TOTAL TO: Burley School (Special Ed Ramp) Murray School Driveway Grade and Blacktop Trailers - Albemarle High Emergency Light (Jouett and Henley) Repair Gutters - Crozet Storage Shed - Yancey Office Renovation - Yancey Repair Lockers - Walton, Henley Tile Repairs - Yancey, Stone-Robinson, Rose Hill Pavement at several schools TOTAL $ 5,598.47 51,974.13 12,092.?0 6,522.05 1,255.15 150.00 534.73 4,986.43 $U3,113.66 $ 4,000.00 10,000.00 9,800.oo 6,000.00 ~5,000.00 2,000.00 6,000.00 8,400.00 13,500.00 18,913.66 $83,11'3'.66 July 11, 1984 (Regular Day Meeting) The fo~regoing motion was seconded by Mr. Lindstorm and carried by the following recorded vote: AYES: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. NAYS: None. ABSENT: Mr. Bowie and Mr. Fisher. Agenda Item No. 7a. Capital Improvements Appropriation - Volunteer Fire Companies. Memorandum dated July 10, 1984, was received from Melvin A Breeden, Director of Finance: "The 1984-85 Capital Improvement Budget which has been presented for your approval includes an allocation of $200,000 for advances to Volunteer Fire Companies as recommended by the Jefferson Country Firefighters' Association. This item is classified as an urgent priority. In July 1983, a plan was discussed whereby the County would provide up to $200,000 per year for advances to the fire companies which in turn would be deducted from the annual approprfation made to each fire company in the County's General Operating Budget. This plan was not formally adopted by the County. However, the concept appears to have been used in preparing the Five Year Capital Improvement Program since $200,000 is requested for each of five years. During 1983-84 the County received $63,500 in repayments of prior advances and in 1984-85 the County will receive $94,000. By letter dated March 15, 1984 from J. B. Morris, Chairman of the Jefferson Country Firefighters' Association Finance Committee, the County was notified that the Finance Committee had approved the allocation of the 1984-85 advance as follows: Scottsville Volunteer Fire Company Funding required in July, 1984 for fire service tanker $ 50,000 Crozet Volunteer Fire Company Funding required in March 1985 for fire service pumper $ 90,000 Crozet Volunteer Fire Company Funding required July-September 1984 for additions to fire station TOTAL $ 60~00,0 $200,000 Due to the delay in adoption of $he 198485 Capital Improvements Budget I am requesting that the appropriation of this advance of $200,000 be made at your next scheduled meeting in order to meet the funding requirements itemized above. Motion was offered by Mr. Henley, seconded by Mr. Way, .to adopt the following resolution: BE IT RESOLVED by the Board of Supervisors of Albemarle County, Virginia, that $200,000 be, and the same hereby is, appropriated from the Capital Improvement Fund for advances to Volunteer Fire Companies as recommended by the Jefferson Country Firefighters' Association. AND FURTHER, that this appropriation is effective this date." Roll was called and the motion carried by the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Agenda Item No. 8. Request for Part-Time Recording Secretary for Planning Commission. Memorandum dated July 3, ~1984, was received form Guy B. Agnor, Jr., County Executive: "At your joint meeting with the Planning Commission on May 16, 1984, you discussed briefly with the Commission their concern for maintaining up-to- date minutes. Following that meeting Mr. Tucker proposed three alternative solutions for the Planning Commission's consideration. From those three alternatives, the Planning Commission is recommending the third alternative which is the creation of a recording secretarial position to maintain their minutes on a part-time basis. The staff is providing a proposed job description for the position of "Recording Secretary for the Planning Commission". The County Executive's staff is recommending the following Board action: Adopt the attached Recording Secretary Job description for inclusion into the CountyTs Personnel Management System Plan; Appropriate $11,205 from the Boa~.d of Supervisors Reserve- Contingency Fund Code 11010-309907 to the following Department of Planning and Community Development Codes: 81010-100300 $ 8,528 81010-200100 $ 597 81010-200500 $ 580 81010-700200 $ 1,500 TOTAL $11,205 Compensation-Part-Time FICA Hospital and Medical Plan Furniture & Fixtures July 11, 1984 (Regular Day Meeting) RECORDING SECRETARY FOR THE ALBEMARLE COUNTY PLANNING COMMISSION - 045 GENERAL DEFINITION OF WORK Responsible for serving as a liaison between the Planning Commission and the Director of Planning and Community Development; does related work as required. Work is performed under the general supervision of the Director of Planning and Community Development. TYPICAL TASKS Attends Planning Commission meetings and maintains records of proceedings to include: o Recording proceedings of all Planning Commission meetings o Editing and distributing minutes o Maintaining files of audiotapes and minutes of all Planning Commission meetings o Indexing proceedings of meetings for future reference o Responding to requests for specific minutes of meetings. Notifies appropriate parties of Planning Commission action to include: o Director of Planning and Community Development o Board of Supervisors. Reviews and updates the policy manual assuring the accuracy of legal references, and that changes in State Code regulations are reflected. Compiles data for the Planning Commission attorney in legal matters involving the Planning Commission. Drafts correspondence as requested by the Chairman. KNOWLEDGES~ SKILLS AND ABILITIES General knowledge of the functions and organization of the County government; thorough knowledge of standard office procedures, practices and equipment; ability to research and prepare reports; ability to express ideas effectively, both orally and in writing; ability to establish and maintain effective working relationship with County officials, employees, and general citizenry; ability to take and transcribe dictation accurately and at a general rate of speed. EDUCATION AND EXPERIENCE Combination of education and experience equivalent to graduation from high school supplemented by college coursework in business or public administration. Excellent clerical skills to include ability to operate word processor and ability to write clearly. Minimum of two years of responsible clerical experience, preferably in a school or government setting." Motion was then offered by Mr. Lindstrom to approve the request by transferring the $11,205 as set out above, and by adopting the job description set out above. The motion was seconded by Mr. H%nley. Roll was called and the motion carried by the following recorded vote: AYES: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. NAYS: None. ABSENT: Mr. Bowie and Mr. Fisher. Agenda Item No. 9. Revisions: Pay and Classification Plan. 1984, was received form Guy B. Ag.nor, Jr., County Executive: Memorandum dated July 5, "The State Department of Taxation requires that one employee in the Finance Department be certified by the State as a professional real estate assessor, meeting standards for such certification that are prescribed by the State. Ray Jones has held this certification for a number of years. Recognizing that the certification would have to be changed with Mr. Jones' departure from the Finance staff, the State was requested to consider Glenn E. Branham, who is employed as Senior Appraiser in the Finance Department, for State certification. Mr. Branham has served fifteen years on the appraiser staff, and holds certificates for satisfactory completion of fourteen training courses, well in excess of the requirements for State certification. The State Tax Commissioner has approved his certification. The County Pay and Classification Plan includes two levels of staff positions for Appraisers, and-one Senior Appraiser in charge of the Appraiser staff. There is currently no position of Assessor in the classification plan. It is proposed that the Senior Appraiser position be replaced by a position entitled "County Assessor". The job description will remain basically the same, recognizing only the State certification of the position. July 11, 1984 (Regular Day Meeting) It is also proposed that the salary range for the Assessor be Range 22 ($22,938 - $32,411) which is~one range above the Senior Appraiser~ran~e of 21 ($21,833 - $30,849). The one range increase is to provide recognition of the State certification. Your approval is requested to: 1. Add the position of County Assessor to the Pay and Classification Plan, replacing the position of Senior Appraiser, 2. Set the salary at Range 22, 3. Appoint Glenn E. Branham to the position. This action has the concurrence of the Director of Finance and the Director of Personnel." Mr. Lindstrom asked if Mr. Branham will have any additional responsibilities as a result 0f this change. Mr. Agnor said if the County becomes involved in litigation on the assessment process, Mr. Branham would be the person called to testify and will be in charge of preparation of the litigation. Prior to this, the Director of Finance was the person called to certify th±~ngs in the court records. Additional duties are the certification process he may be involved with. Mr. Lindstrom asked if the Director of Finance had been receiving an additional stipend for being the assessor. Mr. Agnor said he did not; it was a part of his job description. Mr. Lindstrom said he Wished to know a basis for the recommended increase. He asked if the position was underpaid before. Mr. Agnor said no; the increase is recommended because of the certification needed by the State. Mr. Lindstrom asked if there will also be a senior appraiser. Mr. Agnor said no. The day-to-day responsibilities of the assessor will be the same, which is supervisor of the assessment staff. Mr. Lindstrom said essentially the County will be recognizing that this position will be certified by the State and this fact was no~ recognized before. Mr. Way asked if Mr. Jones could legally still fulfill that requirement. Mr. Agnor said he cannot be since he will no longer be directly involved in the assessment process. The State requirement can only be met by another person and he is recommending that person be Mr. Branham. At this time, motion was offered by Mr. Henley to accept the recommendation of the County Executive for a revision to the Pay/Classification Plan changing the position entitled "Senior Appraiser" to that entitled "County Assessor" and moving that position to a Range 22 in the Pay Plan. Mr. Way said he has a problem with giving an increase in salary to a person who is not doing significantly more work. If the staff felt the position was no~ being paid enough in the first place, he would have no problem with the recommendation. Mr. Henley asked if the salary will be changed or just the pay range. Mr. Agnor said the salary will also change. Mr. St. John said there are duties which the statute imposes on this person which he is already exercising. The statute imposes on this officer all of the duties which under general law fall to a commissioner of the revenue. Under the County Executive form of government the chief assessing officer of the County, whether he be the director of finance, a deputy, or the supervisor of assessments, must be approved by the State Tax Commissioner, and that officer is then subject to the obligations and penalties imposed by general law upon commissioners of the revenue. Mr. Lindstrom asked if those have been the reSponsibilities of the director of finance in the recent past. Mr. Agnor said they have been. Mr. Lindstrom said what bothers him about this request is that there are no new functions being performed by the finance department because instead of letting the new director of finance continue with these duties, the Board will be adding $1,105 to the County's payroll by that responsibi to someone else. Mr. Henley asked if Mr. Branham had to do anything special to become certified. Mr. Agnor said there were eight different courses which he had to take, and he has done this over a aumber of years, some on his own time, and some on County time. Mr. Lindstrom asked if that ~as required of the senior appraiser. Mr. Agnor said no, Mr. Branham had taken these courses For career improvement. Mrs. Cooke asked if the motion included the appointment of Mr. Branham as County Assessor ~ffective July 1, 1984. Mr. Henley agreed to include this in the motion. The motion was then seconded by Mr. Way and carried by the following recorded vote: lYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Agenda Item No. 11. Reqest from Virginia Association of Counties (VACo). Mr. Agnor said ae and Mr. Fisher had mentioned several weeks ag9 to some Board members that the Executive. Board of VACo is being requested to ask the counties who belong to VACo whether these counties want to reopen the question of relocating the VACo offices from Charlottesville to Richmond. A memorandum on this subject which was mailed by Mr. Harry G. King, President, VACo, on June 18 1984, contains several attachments concerning finances which were not intended by the Executive Board to be mailed. The Executive Board had requested that the counties be polled only on whether they wanted to reopen the question, and if the response was favorable, that a committee of VACo membership from each region would be appointed to examine the financial impact of the move. Instead, VACo staff has created a financial impact statement and attached it to the request from Mr. King. Actually, the only question before the Board is whether or not the question should be reopened. A financial study will be made by the committee. Mrs. Cooke said she felt report from other than VACo staff might not be as biased an opinion, and she felt the question should be reopened. Mr. Henley agreed and offered motion to vote yes to have the 1981 vote reopened, so that a new vote may be cast by resolution. The motion was seconded by Mr. Lindstorm and carried by the following recorded vote: &YES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. July 11, 1984 (Regular Day Meeting). Agenda Item No. 12. Introduction of 4-H Delegates. Mrs. Cooke introduced Mr. Jeff Kirwan Extension Agent. Mr. Kirwan said he was present with some County 4-H'ers'who are going to Japan. He then introduced Miss Ann Perkins who two years ago was a delegate to Japan from Albemarle County. She then introduced Nat Perkins from White Hall who is 1.4 years of age; Emily Sherer from Scottsville District who is 13 years of age and who will be staying about 100 miles south of Tokyo; and Tracy James from the Charlottesville District who is 14 years of age and who will be in Toshiba for a month. Mrs. Cooke said the Board was delighted to have these young people present. The individual Board members then gave to these young people a gift to be presented to their host families. Agenda Item No. 13. Appointments. Item No. 13a. Equalization Board. Mrs. Cooke said Mr. Bowie has a name to offer for this vacancy and has asked that same be held until he can be present. Item No. 13b. Transportation Safety Committee. Mrs. Cooke said Mr. Calvin Moyer had applied for another vacancy and been interviewed by the Board. He was a member mf the CATS Committee and before his retirement was involved with highway safety for the Postal Service. He is well qualified for this Committee. He was contacted about this vacancy and Mr. Moyer has agreed to accept this appointment to replace Mr. Edward Lang. Mrs. Cooke said that Sheriff Bailey has asked to be replaced on the Committee since he can no longer apply for grants. In his place she recommended that Chief Frank Johnstone be appointed. Mr. Lindstrom asked if this vacancy has been advertised. Mrs. Cooke said it had not been advertised. Mr. Lindstrom said he did not have any problem with appointing Mr. Moyer but he thought the Board had adopted a policy of advertising all vacancies. Mrs. Cooke said she had'no objection, however, the person who Mr. Moyer would be replacing has not been an active member, so the Committee has at times had a problem in obtaining a quorum for meetings. Mr. Way then offered motion to appoint Chief Franck Johnstone to replace Sheriff George Bailey, with said term to expire on December 31, 1984. The motion was seconded by Mr. Henley and carried by the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Mr. Lindstrom asked if the staff had ever been requested to study all of the appointments which must be made by the Board to see if there is some better way to go about the process - to streamline the process, and whether there should be public announcements on all appointments or not. Mr. Agnor said he would assign this to a staff person and have some type of report for the August 8 meeting. Item No. 3c. Road Viewers. Motion was offered by Mr. Lindstrom to reappoint Messrs. John O. Higginson, Alonzo Jones, Bernard C. Ward, William A. Gray and Charles Brown as the Board of Road Viewers. Motion was secondedby Mr. Way and carried by the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Agenda Item No. 14. Public Hearing: Community Development Block Grants. public hearing was published in the Daily Progress on July 1, 1984.) (Notice of Mrs. Cooke said this item was published for public hearing at 1:30 p.m., but (since it was only 10:30 a.m. and the Board had completed the agenda) the staff is going to make a presentation and let the Board vote, and then the-staff will return at 1:30 p.m. to take comments if a citizen should appear to speak. Mr. Lindstrom said if anyone should appear and take exception to action taken by this Board, that the Board should be notified at its next meeting. Ms. Kat Imhoff, Chief of Community Development, said the Board is being asked today to review both a local and a regional Community Development Block Grant application. The local application is for $500,000 and the regional application is for $?00,000 of which Albemarle County's share is $200,000. She then gave the following staff report on the local application: "INTRODUCTION AND PURPOSE Albemarle County is one of 303 localities in the State eligible to apply for Community Development Block Grants (CDBG). As you may be aware, Albemarle County applied for funding in 1982 and 1983 and although close, Albemarle County's application was not successful and to date no funding has been received. Following discussion of potential CDBG projects by the Board of Supervisors on April 11, 1984, the Board voted to support applications for CDBG funds in the same manner as in 1982 and 1983: $500,000 for the local application, and $200,000 for the regional application. While both projects are aimed at rehabilitating existing housing stock, the emphasis of the local application is to benefit the "neediest" families through a basic grant program. The regional application, on the other hand, proposes to assist a slightly different group of low-to-moderate income persons through a very low interest loan fund and grant program. Rehabilitation moneys for Albemarle from both the local and regional application will be executed through the Albemarle Housing Improvement Program (AHIP). 273 JUly 11, 1984 (Regular Day Meeting) The local application is aimed at rehabilitating housing in three sub-areas located within six of the County's identified housing strategy areas. These sub-areas are as follows: Porters (Old Dominion/Esmont/Porters area), Browns Cove (Montfair/Boonesville area) and Alberene (Covesville/Alberene/North Garden area). This summary will address the local proposal submitted by Albemarle County. Information on the regional project is provided in a separate report prepared by the Thomas Jefferson Planning District Commission staff. LOCAL PROPOSAL The local proposal contains the following facets: 0 0 0 0 0 0 Total request of $500,000 from CDBG funds; Fifty-five units to be rehabilitated (with additional units placed on a wai~ing!is~; Rehabilitation efforts are directed at major improvements (un±ts without plumbing and/or major structural problems which may be hazardous); Average cost of rehabilitation is estimated at $8,800. This cost will vary according to job and includes only materials and subcontracting. This average cost does not represent the true value of the rehabilitation, which cost could average $13,000-$15,000, if not for the use of volunteer and family labor; $5,500 of rehabilitation cost will be provided by CDBG grants; The remaining $3,300 of costs will be leveraged (increasing the value of the grant moneys by the utilization of similar and compatible moneys i.e., local moneys volunteer efforts, family contribution, other grant programs such as Farmers' Home, Charlottesville Housing Foundation loan fund and weatherization moneys from Region X Energy Conservation Program); The grant program will be administered by the Planning and Community Development Department and executed by AHIP; No new structure or organization will be needed to complete the project; The grant period will run for twenty-four months. PARTICIPATION Participation in the rehabilitation program will be limited to those families who qualify according to Section 8 Income Standards, published by the Department of Housing and Urban Development (HUD). The Section 8 Standards vary according to locality; Albemarle County's are provided below: Household Size ! 6_ 7__ 8 Income Limit 14,050 16,050 18,050 20,100 21,350 22,600 23,850 25,100 The Albemarle Housing Improvement Program currently utilizes these standards for determining eligible families in their ongoing rehabilitation efforts. EVALUATION AND SUMMARY The proposed grant program will rehabilitate approximately 55 units in the County's identified housing strategy areas. The improvements should remove approximately 23 percent of the homes identified in these areas from the substandard list. The grant has a good chance of being funded this year. During the past year, meetings were held with state staff and local legislators to review previous Albemarle County CDBG applications. As a result of these meetings, refinements have been made to last year's proposal which should strengthen the County's application in several areas. In addition, this year's state application form and rating system have revised and Albemarle County should benefit from these changes. This year more grant money is available at the state level and at least 33 grants are expected to be approved as compared to 22 grants last year. Finally, AHIP has compiled an extensive waiting list and a packet of paperwork for each homeowner which includes a declaration of intent to participate in AHIP.'s program, a rough estimate for rehabilitation and a deficiencies list. Due to this very specific information, Albemarle County demonstrates that it has an ongoing rehabilitation program which is ready to be immediately imple- mented. All of these factors should increase Albemarle County's chance of receiving a CDBG grant. The grant application will be submitted in August and grant offers will be made in early October." Ms. Imhoff said the Planning Commission, at its meeting held on July 10, 1984, voted ~nanimously to endorse the County's grant application in the amount of $500,000 and to forward ;his recommendation to the Board of Supervisors. Ms. Imhoff read to the Board members the wording of a resolution proposed for adoption. She noted that the resolution states that Albemarle County's share will be $313,220. This amount is composed of the County's contribution to the Albemarle Housing Improvement Program of $151,616, an appropriation in a similar amount for next year plus ~i~e~percent cost-of- living increase, and two years at five percent of the Chief of Community Development's time which is about $2,480. Therefore these are not new moneys but are moneys which would be going to AHIP anyway. 274 JUly 11, 1984 (Regul&r Day Meeting) At this time, Mr. Lindstrom offered motion to adopt the following resolution: RESOLUTION OF AGREEMENT TO APPLY FOR VIRGINIA COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS TO BE USED JOINTLY BY THE COUNTIES OF ALBEMARLE, FLUVANNA, AND NELSON FOR LOW AND MODERATE INCOME FAMILIES IN THE RESPECTIVE POLITICAL SUBDIVISIONS WHEREAS, it is the purpose of local governments to create a climate which encourages a wide range of adequate housing for its citizens; and WHEREAS, Albemarle County has participated in programs and activities which have broadened the choice of housing for its citizens, particularly those who have less choice in the market place; and WHEREAS, this jurisdiction has accepted a mutual obligation to s~'a~e in the development of assisted housing opportunities through participation in the Thomas Jefferson Planning District Commission Areawide Housing Opportunity Plan (AHOP); and WHEREAS, one of the goals of the Comprehensive Plan is rehabilitation of existing housing stock which does not meet minimum standards of quality, health, and safety; NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Albemarle County, Virginia, does ~hereby authorize the submission of an application titled Housing Rehabilitation Strategy ~to the Virginia Department of Housing and Community Development for $500,000 in Community Development Block Grant funds for housing rehabilitation for low and moderate income families in the County; the source of funds for the proposed project are $500,000 from Community Development Block Grant, $313,220 from Albemarle County Budget, $17,875 from Region 10 Energy Conservation Program, $137,500 from Charlottesville Housing Foundation Loan Fund, and $69,550 from family and volunteer labor contribution; public hearings, duly advertised, have been held to gain public input for the development of this proposal; and BE IT FURTHER RESOLVED, that the Board of Supervisors of Albemarle County, Virginia, does hereby authorize the County Executive of Albemarle to issue any necessary certifications and assurances relating to the application as may be required by the Commonwealth of Virginia, subject to' the approval of the County Attorney. The foregoing motion was seconded by M~dWay~.:~-a~d,~(:ca~r~.~ by the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, LindstrOm and Way. None. Mr. Bowie and Mr. Fisher. Ms. Imhoff then presented the following staff report: ALBEMARLE COUNTY REGIONAL APPLICATION WITH NELSON AND FLUVANNA COUNTIES COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATION SUMMARY Housing Rehabilitation Program INTRODUCTION AND SUMMARY Pursuant to the Albemarle County Board of Supervisors' directive, Albemarle County will be participating with Fluvanna and Nelson Counties in application for a regional CDBG grant. The total grant-application will be for up to $700,000 of which $100,000-$200,000 will be Nelson County's share, $200,000 Albemarle County's share and $300,000 Fluvanna County's share. The purpose of this grant is to provide a means to continue the shared respon- sibility of local governments within the region to maintain and add to the existing housing stock of the region by eliminating substandard housing through the improvement of residential properties to a minimum standard of quality by providing a revolving loan fund accessible to low and moderate income house- holds. Loans will be originated and serviced by local financial institutions under the policy direction of a regional nonprofit housing improvement corporation. The corporation will also make grants to eligible homeowners. Ail applicants for grants will be qualified under banking guidelines that will be negotiated. If applicants are unable to meet these guidelines, 100% grants will be made. Work to be done will be bid to private sector contractors, except in Albemarle County where the Albemarle Housing Imprcvement Program will supervise and execute the rehabilitation. Rehabilitation work in Albemarle County will be targeted to the local CDBG application. REGIONAL PROPOSAL The regional proposal contains the following facets: O O Loans will be made under an agreement to be negotiated with a local bank(s) under the most favorable terms available. The Thomas Jefferson Housing Improvements Corporation (TJHIC) will aim for a minimum leverage ratio of 2-1 and expect the bank to service each loan. Loans and grants will not be made to mobile (manufactured) homeowners unless the structure is built under 1976 or later HUD guidelines. No loans will be made Unless owner has a clear title to his property. 275 0 0 0 0 Grants up to a maximum of $6,500 will be made to owners if they have clear title. Deed of trust will allow a recapture of grant amount if sold within five years. Combination loans with grants will be made to eligible homeowners to reduce the effective rate of interest to be paid by famiZy depending on income. All applicants will be initially qualified by TJHIC under bank established guidelines. If they do not meet guidelines 100 percent grants may be made by the corporation. Maximum loan amount - $16,500; Average $9,500 Maximum term - 15 years Program grant funds to be deposited in participating bank ($700,000 can guarantee $3.4 million for bank) to be used: a. as security b. to buy down principal or interest rate c. property is security for loan d. program to guarantee 25 percent of loaned amounts. EVALUATION AND SUMMARY This application is being developed by the staff of the Thomas Jefferson Planning District Commission in consultation with the chief administrative office of the participating counties and the Department of Planning and Community Development of Albemarle County. The ThomaS Jefferson Housing Improvement Corporation has been meeting monthly over the past year to strengthen the regional grant application. Some of the points relayed to TJHIC by state officials last year, i.e., "readiness to go, bank leveraging, servicing of needs, program operation and guidelines", have been examined over the last year and implemented. This should result in a stronger regional application and therefore this area stands a good chance of receiving a CDBG grant. Ms. Imhoff said that at its meeting on July t0, 1984, the Planning Commission voted unanimously to endorse the County's grant application for housing rehabilitation funds in the amount of $200,000 (Albemarle County's share of a $700,000 application) and to forward this recommendation to the Board of Supervisors. Mrs. Jane Saunier, from the Thomas Jefferson Planning District Commission, was present to explain about the regional application. Mrs. Saunier said the regiOnal grant request is for $700,000; $200,000 for Albemarle County, $300,000 for Fluvanna County, and $200,000 for Nelson County primarily for loans and grants to those families living in substandard housing in those counties, and whose incomes do not exceed eighty percent of the median of the Section 8 guidelines. Basically, the difference in the application this year is to try and pinpoint those properties where people will be interested in having rehabilitations done. A deficiency list will be made of individual properties, and a commitment will be obtained from those families to participate in either a combination loan/grant or a loan program. This seemed to be the deficiency in the grant application last year. She~then handed to the Board members a resolution with similar wording as tO that resolution just adopted. Mr. Lindstrom asked if the two applications compete with each other. Mrs. Saunier said they do because all housing applications are ranked against each other, but because there are not very many housing applications, it is felt that there is a good change of both being funded. Mr. Lindstrom offered motion to adopt the following resolution: RESOLUTION OF AGREEMENT TO APPLY FOR VIRGINIA COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS TO BE USED JOINTLY BY THE COUNTIES OF ALBEMARLE, FLUVANNA, AND NELSON FOR LOW AND MODERATE INCOME FAMILIES IN THE RESPECTIVE POLITICAL SUBDIVISIONS WHEREAS, it is the purpose of local government to create a climate which encourages a wide range of adequate housing for its citizens; and WHEREAS, Albemarle County has participated in programs and activities which have broadened the choice of housing for its citizens, particularly those who have less choice in the market place; and WHEREAS, this jurisdiction has accepted a mutual obligation to share the development of assisted housing opportunities through participation in the Thomas Jefferson Planning District Commission Areawide Housing Opportunity Plan (AHOP); and WHEREAS, one of the goals of the AHOP is rehabilitation of existing housing stock which does not meet minimum standards of quality, health, safety; NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Albemarle County, Virginia, does hereby authorize the submission of Jointly sponsored regional application titled Thomas Jefferson Housing Improvement Program to the Virginia Department of Housing and Community Development for $700,000 (which is distributed among the political jurisdictions as $200,000 for Albemarle, $300,000 for Fluvanna and $200,000 for Nelson) in Virginia Community Development Block Grant funds for housing rehabilitation for low and moderate income families in the respective political subdivisions; the sources of the funds for the proposed project are $700,000 from Virginia Community Development Block Grant, $47,000 local, $250,000 state, $50,000 federal and $630~000 from a priYate commercial bank; public hearings, duly advertised have been held to gain public input for the development of this proposal; and 276 AYES: NAYS: ABSENT: BE IT FURTHER RESOLVED, that the Board of Supervisors of Albemarle County, Virginia, does hereby authorize the County Executive of Albemarle County to sign on behalf of the County of Albemarle, any necessary certifications and assur- ances relating to the application ~as may be required by the Commonwealth of Virginia, subject to the approval of the County Attorney. The foregoing motion was seconded by Mr~ Way and carried by the following recorded vote: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. Agenda Item No. 15. Other Matters Not on the Agenda. Mr. Tucker advised the Board that Mr. Keith Mabe who was Chief of Community Development has taken a position in another city, and Ms.~ Imhoff has been appointed to take the position of Chief of Community Development. Mr. Tucker then introduced to the Board members Mr. James ~onnelly, the recently-hired director of Planning and Community Development. Mr. Donnelly was most recently employed in Huntsville, Alabama, as a planning consultant. Prior to that he was a planning director for a regional planning commission for ten years in Northern Alabama. Prior to that he worked for the Rappahanock Planning District in Fredericksburg, Virginia. Mr. Donnelly has worked in North Carolina, NeW Britain, Connecticut and Norman, Oklahoma. He has an undergraduate degree in landscape architecture, and a graduate degree in urban and regional planning. Mr. Donnelly said he is glad to be back in Virginia and looks forward to working with the Board. Mr. Ken Erkenbrack came forward to speak. He said he has recently purchased Lot 2 in Terrell Subdivision located off of Georgetown Road. When the subdivision was approved, one of the conditions imposed was that there should be individual septic tanks. Lot 2 abuts the new public sewer line on 01d Forge Road. Mr. Erkenbrack said he would like to hook into that sewer line instead of building a septic system. He noted that the sewer line abuts four or five properties in this subdivision of about 29 lots. He feels it would be beneficial to hook to the sewer line, since it would be one less subdivision contributing pollution to the watershed. Mr. Agnor noted that Mr. Erkenbrack is making this request because his property lies outside of the service boundaries of the Albemarle County Service Authority. Mr. Lindstrom asked Mr. Tucker about this request. Mr. Tucker said he had heard that Mr. Erkenbrack might appear this morning so he had looked at the map which shows that the property is outside of the project areas of the Albemarle County Service Authority and would require the Board to hold a public hearing to include a parcel in those service areas. It would take a resolution of intent to amend in order to begin the process. Mr. St. John asked if the Comprehensive Plan was detailed enough in this area to also require an amendment. Mr. Tucker said he did not believe it is. Mr. Lindstrom asked if the Board should not also consider other lots in the same area which are in a similar position. Mr. Tucker said the Board might also consider the lots that drain toward the Old Forge sewer line. Mr. Lindstrom suggested that the Board might receive a staff report on the area in question before adopting a resolution. Mr. Tucker suggested the Board just include the lot being requested by Mr. Erkenbrack at this time. Mr. Lindstrom said the Board should look at all of the lots this may set a precedent for - lots which are contiguous to the existing sewer line. Mrs. Cooke said she would prefer obtaining a staff report on the request prior to making any kind of decision. Mr. St. John suggested the Board might receive the staff report simultaneously with the application. Mrs. Cooke agreed with the suggestion. Motion was then offered by Mr. Lindstrom, seconded by Mr. Way, to adopt the following resolution: BE IT RESOLVED that the Board of Supervisors of Albemarle County, Virginia, does hereby state its intent to amend the project areas map'of the Albemarle County Service Authority to include Parcel ?0-A, Tax Map 60, Lot 2, consisting of 2.t99 acres in Terrell Subdivision in the Service Authority's sewer utility system. BE IT FURTHER RESOLVED that this resolution shall be advertised for public hearing on August 8, 1984, at 10:00 A.M. The foregoing motion carried by the following recorded vote: AYES: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. NAYS: None. ABSENT: Mr. Bowie and Mr. Fisher. Mr. Agnor noted that he had a renewal of the lease which the County has held for a n~mb~ ~years on land in Crozet for C&O Railroad property which is used by businesses across the railroad tracks from the Library for a parking lot. These businesses pay an annual fee of $150.00 and the property is then leased by the County from the Railroad for those persons to use as a parking lot. That lease needs to be renewed. Motion was then offered by Mr. Henley to authorize the staff to review the lease and sign same on behalf of the County. The motion was seconded bY Mr. Lindstrom and carried by the following recorded vote: AYES: NAYS: ABSENT: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. None. Mr. Bowie and Mr. Fisher. July 11, 1984 (Regular Day Meeting) ,277 Mr. Agnor said he would like to have a brief executive session on personnel, Mr. St. John asked if he could also include a legal matter in the form of pending litigation styled David Carter, Trustee, against Albemarle County. At ll:13 a.m., motion was offered by Mr. Lindstrom and seconded by Mr. Henley, to adjourn into executive session for the above stated purposes. This motion carried by the following recorded Vote: AYES: Mrs. Cooke, Messrs. Hen'ley, Lindstrom and Way. NAYS: None. ABSENT: Mr. Bowie and Mr. Fisher. Agenda Item No. 16. At 11:30 a.m., the Board reconvened into open session. Motion was immediately offered by Mr. Lindstrom, seconded by Mr. Henley, to adjourn this meeting until July 18, 1984, at 3:00 p.m. in Meeting Room #7 for a work session on the Capital Improvements Program. The motion carried by the following recorded vote: AYES: Mrs. Cooke, Messrs. Henley, Lindstrom and Way. NAYS: None. ABSENT: Mr. Bowie and Mr. Fisher. (Note: The staff did return to this room at 1:30 p.m. to take public comments on the County's application for Community Development Block Grant funds. No citizen appeared to be heard.)