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BOARD OF

SUPERVISORS Agenda

January 12, 2015

WORK SESSION

AGENDA

BEDFORD COUNTY BOARD OF SUPERVISORS BEDFORD COUNTY ADMINISTRATION OFFICE

JANUARY 12, 2015

5:00 P.M. WORK SESSION

a. Presentation by Todd Daniels and Brian Casella, Virginia Department of

Transportation – Update on Road Issues

6:45 P.M. Dinner

BOARD ORGANIZATION

AGENDA


JANUARY 12, 2015

7:30 P.M. ORGANIZATION OF THE BOARD

a. Moment of Silence

b. Pledge of Allegiance

c. Selection of Chairman (Resolution # R011215-01)

d. Selection of Vice-Chairman (Resolution # R011215-02)

e. Approval of the Board of Supervisors 2015 Meeting Schedule

(Resolution # R011215-03)

f. Approval of the Board of Supervisors Inclement Weather Policy for 2015

(Resolution #R011215-04)

g. Re-adoption of the Board of Supervisors Rules of Procedure


Resolution #R011215-01

At a regular meeting of the Bedford County Board of Supervisors, held at the Bedford County Administration Building, Bedford, Virginia, on the 12th day of January 2015, beginning at 7:30 p.m. MEMBERS: VOTE: Bill Thomasson Curry Martin Steve Wilkerson John Sharp Steve Arrington Annie S. Pollard Tammy Parker

A RESOLUTION NAMING THE BOARD CHAIRMAN FOR 2015 WHEREAS, in accordance with the Bedford County Board of Supervisors’ Rules of Procedure the Board’s Organizational Meeting was held on January 12, 2015; and WHEREAS, pursuant to those Rules of Procedure, was nominated by for the position of Chairman; and WHEREAS, no other nominations were submitted, the following resolution was adopted and carried by a vote of . NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors does hereby name , Chairman for Calendar Year 2015.

A Copy-Teste: Mark K. Reeter County Administrator


At a regular meeting of the Bedford County Board of Supervisors, held at the Bedford County Administration Building, Bedford, Virginia, on the 12th day of January 2015, beginning at 7:30 p.m. MEMBERS: VOTE: Bill Thomasson Curry Martin Steve Wilkerson John Sharp Steve Arrington Annie S. Pollard Tammy Parker

A RESOLUTION NAMING THE BOARD VICE-CHAIRMAN FOR 2015

WHEREAS, in accordance with the Bedford County Board of Supervisors’ Rules of Procedure the Board’s Organizational Meeting was held on January 12, 2015; and WHEREAS, made a motion nominating for the position of Vice-Chairman of the Board, and WHEREAS, no other nominations were submitted, the following resolution was adopted and carried by a vote of . NOW, THEREFORE BE IT RESOLVED, that the Board of Supervisors does hereby name for Calendar Year 2015.


DRAFT--2015 BOS Meeting Schedule

2015 BOARD OF SUPERVISORS MEETING SCHEDULE

January 12th Regular Meeting (Work Session – 5:00 to 6:45 P.M.) 26th Regular Meeting (Joint Meeting during Work Session w/School Board 5:00 to 6:45 P.M. in

the Ground Floor Meeting Room) February 9th Regular Meeting (Work Session – 5:00 to 6:00 P.M. to review Revenues, Expenditures,

CIP & Enterprise) (Annual report and Dinner w/Extension Office at 6:00 p.m. following the work session)

23rd Regular Meeting (Work Session – 5:00 to 6:45 P.M.) March 2nd Budget Work Session (5:00 – 9:00 P.M.) 9th Regular Meeting (Work Session – 5:00 to 6:45 P.M.) 23rd Regular Meeting (Work Session – 5:00 to 6:45 P.M.) April 6th Meeting (Work Session – 5:00 to 6:45 P.M.);

Public Hearing on Budget @ 7:30 PM (at the County Administration Office) 9th Meeting (Work session – 5:00 to 6:45 P.M.); (VDOT Public Hearing at 7:30 P.M.) 13th Regular Meeting (Work Session 5:00 to 6:45 P.M.) (Budget Adoption) 27th Regular Meeting May 11th Regular Meeting (Work Session 5:00 to 6:45 P.M.) 26th Regular Meeting (Tuesday) June 8th Regular Meeting (Work Session 5:00 to 6:45 P.M.) 22nd Regular Meeting July 13th Regular Meeting (Work Session 5:00 to 6:45 P.M.) 27th Regular Meeting August 10th Regular Meeting (Work Session 5:00 to 6:45 P.M.) September 14th Regular Meeting (Work Session 5:00 to 6:45 P.M.) 28th Regular Meeting October 13th Regular Meeting (Work Session 5:00 to 6:45 P.M.) (Tuesday) 26th Regular Meeting November 10th Regular Meeting (Work Session 5:00 to 6:45 P.M.) (Tuesday) 23rd Regular Meeting December 14th Regular Meeting (Work Session 5:00 to 6:45 P.M.) Highlighted Items are waiting for participant confirmation. Regular Board Meetings: Held in the Boardroom at the Bedford County Administration Office on the 2nd Monday @ 5:00 p.m., and the 4th Monday @ 7:30 p.m. (unless otherwise noted). Work Sessions: Held at 5:00 P.M. on the same day as the first Regular Meeting of every month (unless otherwise noted).


At a regular meeting of the Bedford County Board of Supervisors, held at the Bedford County Administration Building, Bedford, Virginia, on the 12th day of January 2015, beginning at 7:30 p.m. MEMBERS: VOTE: Bill Thomasson Curry Martin Steve Wilkerson John Sharp Steve Arrington Annie S. Pollard Tammy Parker On motion of Supervisor , which carried by a vote of , the following was adopted: WHEREAS, §15.2-1416 of the Virginia Code grants the Board of Supervisors the authority at its annual

organizational meeting to fix the day or days to which a regular meeting shall be continued if the

chairman, or vice-chairman, if the chairman is unable to act, finds and declares that weather or other

conditions are such that it is hazardous for members to attend the regular meeting.

NOW THEREFORE, BE IT RESOLVED, that if the Chairman (or the Vice-Chairman if the Chairman is

unable to act) finds and declares that weather or other conditions are such that it is hazardous for Board

members to attend a regular meeting, the regular meeting shall be continued until the next regularly

scheduled meeting, with the exception of holidays, following the date of the regularly scheduled meeting.

Such continuation shall be communicated to the members of the Board and the press as promptly as

possible. All hearings and other matters previously advertised shall be conducted at the continued

meeting and no further advertisement is required.



At a regular meeting of the Bedford County Board of Supervisors, held at the Bedford County Administration Building, Bedford, Virginia, on the 12th day of January 2015, beginning at 7:30 p.m. MEMBERS: VOTE: Bill Thomasson Curry Martin Steve Wilkerson John Sharp Steve Arrington Annie S. Pollard Tammy Parker On motion of Supervisor , which carried by a vote of , the following was adopted: WHEREAS, it has been the past practice of the Bedford County Board of Supervisors to establish Rules of Procedure; and WHEREAS, the purpose of the rules are to help the Board conduct affairs in a timely and efficient manner by incorporating the general principles of parliamentary procedure found in Robert’s Rules of Order’s in Small Boards and applicable Virginia laws; and WHEREAS, at this, the organizational meeting of the Board of Supervisors, the Board is readopting and reaffirming the Bylaws and Rules of Procedure of the Bedford County Board of Supervisors. THEREFORE, BE IT RESOLVED, that the attached Bylaws and Rules of Procedures are hereby adopted as presented.


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BYLAWS AND RULES OF PROCEDURES BEDFORD COUNTY BOARD OF SUPERVISORS

SECTION A: MEETINGS

Regular Meetings. (a) All regular meetings of the Board shall be open to the public, except certain specific exempt topics identified in Section 2.2- 3711 of the Virginia Code. (b) The Board shall hold regular meetings on such days as may be prescribed by resolution at the annual organizational meeting in January of each year, but which shall not be less frequent than once a month. The Board shall give notice of the date, time, and location of its meetings by placing a notice in a public location at which notices are regularly posted or in the office of the Clerk to the Board. The Clerk may publish meeting notices by electronic means. The notice shall be posted at least three working days prior to the meeting. (c) If the Chairman or the Vice-Chairman if the Chairman is unable to act, finds and declares that the weather or other conditions are such that it is hazardous for the Board members to attend a regular meeting, the regular meeting shall be continued until the next regularly scheduled meeting. Such conditions shall be communicated to the members of the Board and the press as promptly as possible. All hearings and other matters previously advertised shall be conducted at the continued meeting and no further advertisement is required. (d) All regular meetings of the Board shall be held in the Board Meeting Room of the County Administration Building, unless otherwise noted. (e) The Board may by resolution, when necessary, change the time and place of the regular meeting. The resolution shall set forth the circumstances necessitating such change. Notice of such change shall be posted in a public location at which notices are regularly posted or in the office of the Clerk to the Board at least three working days prior to the meeting to be held pursuant to the change. Three working days prior to the meeting to be held pursuant to such change, the County Clerk shall give each Board member written notice, personally or by registered mail, of any change from the regular meeting days established by this section. (f) Except for properly called closed sessions as permitted by state law, all regular meetings of the County Board and official committees of the Board shall be open to the media, freely subject to recording by radio, television and photography at any time, provided that such arrangements do not interfere with the orderly conduct of the meetings under such rules as the Board may prescribe.

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Special Meetings. (a) The Chair or two members of the Board may call special meetings of the Board whenever in their opinion the public business may require it. (b) Whenever a special meeting shall be called, notice in writing signed by the Chair of the Board or two members of the Board shall be filed with the Clerk and delivered upon each member of the Board either in person or by notice left at his place of residence or business, stating the date and hour of the meeting and the purpose for which such meeting is called, and no business shall be transacted at the meeting except such as is stated in the notice. ( c) The notice may be waived if all members of the governing body attend the special meeting or sign a waiver. (d) Notice to the public of a special meeting shall be given contemporaneously with the notice provided members of the Board. Work Sessions. The Board may meet informally in work sessions which shall be open to the general public, at the call of the County Administrator or of any member of the Board, to review forthcoming programs of the County, receive progress reports on current programs or projects, or receive other similar information from the County Administrator, provided that all discussions and conclusions thereon shall be informal. Closed Sessions. Closed sessions or closed meetings may be held in accordance with the provisions of the Virginia Freedom of Information Act. Minutes. (a) Minutes of all regular and special meetings and work sessions shall be recorded. Such minutes shall be maintained in the office of the Clerk of the Board of Supervisors. The minutes shall reflect:

(1) The date, time and place of the meeting or session; (2) The members recorded as either present or absent; (3) A general description of all matters proposed, discussed or decided; and (4) Record of any votes taken.

(b) Approval of minutes of all but closed meetings or sessions shall be considered at a regular Board meeting. It shall not be necessary to read the minutes prior to approval. Prior to approval, any member may, through the Chair, request the privilege of amending or correcting the minutes to accurately reflect the substance of the prior meeting. If objection is made by any Board member to such amendment or correction, a majority

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vote of the Board shall be necessary for adoption of the correction or amendment. The Chair shall sign the adopted minutes.

SECTION B: OFFICERS

Election and Term of Chairman and Vice-Chairman

At the annual or organizational meeting of the Board of Supervisors, the Board shall elect from its membership a Chairman and Vice-Chairman, each of whom shall serve a term for one year expiring on December 31 of the year elected, or until their respective successors shall be elected. In the case of the absence of the Chairman, the Vice-Chairman shall preside at the meeting, in the absence of both the Chairman and the Vice-Chairman, the members present shall choose one of its members as temporary Chairman. Clerk The Clerk of the Board of Supervisors shall be the County Administrator, whose duties and responsibilities shall be those set forth in State law and as delegated and directed by the Board of Supervisors. Parliamentarian The County Attorney shall serve as the Parliamentarian. SECTION C: QUORUM AND MANNER OF VOTING A majority of the Board shall constitute a quorum and be necessary for the transaction of business. If a quorum is not present, those in attendance shall adjourn to a later time when a quorum is present to transact business. All questions submitted to the Board for decision shall be determined by a roll call vote. Procedural matters may acted upon by a voice vote. No ordinance, nor resolution, appropriating money exceeding $500.00, imposing taxes or authorizing borrowing money shall be passed except by a recorded affirmative vote of a majority of all of the members of the Board. SECTION D: RULES OF ORDER The proceedings of the Board, except as otherwise provided within these Rules of Procedure and applicable State law, shall be governed by Robert’s Rules Of Order, Newly Revised 1994 and more specifically, the provisions which pertain to conducting business for small boards found on page 61, except that the section indicating that the minutes are accessible only to Board members is hereby deleted.

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SECTION E: ORDER OF BUSINESS Agenda Preparation The Clerk shall prepare the agenda for each regular meeting conforming with the agenda format approved by the Board. Except as permitted at the discretion of the County Administrator, every item to be placed on the agenda shall be received in the Office of the County Administrator before the noon on the Wednesday three weeks prior to any regular meeting of the Board. It is recognized that from time to time matters shall arise after the normal cut-off for items to be placed on the agenda. In such cases, items may be added to the agenda if the matter is delivered in writing (fax is acceptable) by the Clerk to each Board member not later than 12:00 noon on the last working day prior to the day of the meeting. No matters may be added to the agenda after such time by any Board member or staff, unless the Board approves such addition(s) to the agenda by unanimous vote of the Board present at such meeting. Ordinances, resolutions, contract documents or other matters requiring action by the Board shall be submitted to the County Attorney for preparation or review, in adequate time prior to the Board meeting.

At each regular Board meeting, agendas for the next meeting will be distributed to members of the Board. Changes or additions to the agenda shall be transmitted to the Board by fax or e-mail on the Friday before each meeting. Due to holidays and three-week breaks in between Board meetings, if the above manner is not possible, the Clerk shall use whatever means of delivery he/she deems best suitable to insure the Board members have the agenda package in advance of the regular meeting.

Order of Business The order of business at Board of Supervisor meetings is normally: Welcome a. Call to order b. Moment of silence c. Pledge of Allegiance 1. Approval of the Agenda 2. Approval of the Consent Agenda 3. Approval of the Minutes 4. Fifteen minute Citizen Comment Period at each regular meeting of the month. 5. Public Hearings/Public Appearances 6. Action Items 7. Board Comments, Committee Reports, Requests and Recommendations 8. Appointments to Boards, Commissions and Committees 9. County Attorney Reports, Requests and Recommendations

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10. County Administrator’s Reports, Requests and Recommendations 11. Pending Matters Consent Agenda The Consent Agenda shall consist of a listing of various items to be considered by the Board as a block or one single item and to be approved by one vote rather than specific votes on each item. Characteristics of items placed on the Consent Agenda are: • Routine items that appear monthly such as departmental reports, requests for refunds,

resolutions and motions authorizing the submission of applications for grants that require no local match, or grants for which the Board has previously approved the local match, requests for supplemental appropriations that meet the Board’s policy

• Requests to advertise public hearings, advertising for bids and proposals, resolutions of appreciation, proclamations and resolutions of respect and accommodation

• Items of a non-controversial nature that could be classified as housekeeping items of a technical, non-policy nature, end of year department transfers, resolutions dealing with the acceptance of grants from the State of Federal governments requiring no local match or grants for which the Board has previously approved the local match, and items that have received prior unanimous approval of the Board.

There shall be no debate or discussion by any member of the Board or the public regarding any item on the Consent Agenda, beyond asking questions for simple clarification. Any item on the Consent Agenda shall be removed from the Consent Agenda at the request of any Board member prior to the vote on the Consent Agenda. Items removed from the Consent Agenda shall be considered by the Board individually in the order in which they were removed from the Consent Agenda immediately following consideration of the Consent Agenda. Approval of the motion to approve the Consent Agenda shall constitute approval, adoption, or enactment of each motion, resolution ordinance, or other item of business thereon, exactly as if each had been acted upon individually. Citizen Comment Period At each regular meeting of the month of the Board, there is hereby established a citizens’ comment period of no less than fifteen minutes, or such longer period as the Board by consensus may allow. During the citizens’ comment period, speakers wishing to address the Board shall clearly state their name and address and shall be subject to such time limitations as the Chairman at his or her discretion may impose in view of the number of speakers present, not to exceed three (3) minutes per speaker. The Chairman shall allocate the time among the speakers in an equitable manner. Speakers are prohibited

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from addressing issues subject to public hearing scheduled for later during the Board meeting or to address issues subject to a public hearing that has been previously heard and closed. Individuals who have previously spoken on a subject at a public hearing shall not be allowed to readdress the Board on that same subject during the citizens comment period. Specific questions should be resolved prior to the meeting by contacting a Board member or the appropriate staff member. Questions shall be directed to the Chairman, who will, at his/her discretion, solicit the response from the appropriate person. The provisions of the above subsection shall be stated on the Public Comment sign-up sheet to be made available prior to the beginning of each regular meeting. Speakers shall acknowledge their understanding and agreement to abide by these provisions by registering to speak. Public Appearances Any citizen may request to appear before the Board at any regular Board meeting no more than four times per year and no more than once within a three month period. Speakers shall be limited to speaking on the same subject not more than three times within any 12 month period. Speakers who wish to address matters which have previously been addressed at a public hearing under public appearances shall not be allowed to request to appear before the Board nor shall they be allowed to readdress the Board on the subject of the public hearing. Specific questions should be resolved prior to the meeting by contacting a Board member or the appropriate staff person. Questions shall be directed to the Chairman, who will, at his/her discretion, solicit the response from the appropriate person. Requests to appear before the Board shall be directed to the Clerk of the Board. When requesting time to appear on the agenda, the requestor shall give the Clerk a description of what the topic will be, the speaker’s full legal name and address ( including street name and zip code), and home and business phone numbers, if applicable, shall be required. Speakers must speak on the subject identified when registering to appear before the Board and failure to stay on the topic will be deemed to render the speaker out of order and will result in forfeiture of the remaining time that had been allotted to the speaker. Each speaker addressing the Board shall step up to the microphone in front of the podium, shall give his name and address in an audible tone of voice for the record. All remarks shall be addressed to the Board and not to any member thereof. Any person speaking before the Board who represents himself as being an officer of or representing an organization, group, association, corporation, or other entity not generally known to the Board shall, upon request by any member of the Board, disclose for the organization, the history, size, dues, structure, date of creation, requirements for membership, tax status; and shall reveal for the organization its method of determining its official position and the speaker’s authority to represent the organization. Unreasonable failure to provide satisfactory answers shall bar the speaker from further speaking on the matter before the Board.

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Public Hearings It is the purpose and objective of the Board of Supervisors to give each citizen an opportunity to express his/her views during the public appearance and citizen comment sections of regular meetings and on the issue(s) at hand at public hearings and to give all speakers equal treatment and courtesy. While it is often necessary to have a presentation by the applicant and staff, it is the desire of the Board to hear from the public, and therefore, the applicant and staff presentations will be as brief as possible. In order to accomplish this objective, it is necessary that certain rules of order prevail at all hearings of the Board of Supervisors, as follows:

• The order of business for consideration of a matter on the Board’s public hearing agenda shall be as follows:

a. Staff presentation;

b. Questions from Board members (and Planning Commissioners if present);

c. Applicant’s presentation (if applicable, for land use matters);

d. Comments, statements or presentations from members of the public; and

e. Board discussion, at which time the Chairman may entertain a motion to place the matter on future agenda for action, to refer the matter to a committee, or bring the matter to a vote.

• Staff presentation will be brief, concise summaries for the public’s information and understanding. When written information has been provided prior to the hearing only summary and/or new information should be presented.

• On land use matters a reasonable and sufficient time will be afforded the applicant to properly and fairly present the subject matter. Ten minutes shall be allocated to the applicant’s presentation. The applicant may allocate the time between presentation and rebuttal. If additional time is believed to be necessary, the applicant should contact the County Administrator prior to the Public Hearing. Any Member of the Board may ask the applicant to respond to specific questions.

• Each speaker will have up to five minutes available whether speaking as an individual or a representative of any group or organization. However, should the number of speakers registered to speak on any item exceed ten, the time will be adjusted to three minutes for each speaker. Unless instructed by a majority of the Board present and voting to do otherwise, the Chairman shall enforce the time limits, as appropriate.

• Order of speakers will be determined on first to register, first to speak basis.

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• Registration will be taken by County staff and will be submitted on the registration form provided, which will include the name, address and election district of the speaker.

• Speakers will be limited to a presentation of their points of view except that the Chairman may entertain questions of clarification.

• Debate is prohibited.

• All comments will be directed to the Board of Supervisors as a body.

• Decorum will be maintained. This includes a common courtesy from the audience, the staff and Board to the speaker and from the speaker to the audience, the Board and the staff. Statements, which are demeaning or inappropriate, shall be ruled out of order.

• In the event of a large number of speakers resulting in the continuation of the hearing, any persons not heard at the initial Public Hearing will be the first to speak at the continued hearing.

• A timer-controlled lighting system will be implemented in full view of the speaker. When four minutes are up, an amber light will come on which will indicated that the speaker has one minute to conclude his/her comments. At the end of that one minute period (completion of the five minute period), a blinking red light will come on that will indicate that the speaker must relinquish the podium to the next speaker. Staff will notify the Chairman that the speaker’s time has expired. Speakers continuing after the time allotted shall be ruled out of order by the chairman.

• Speakers are requested to leave written statements and/or comments with the County Administrator.

• The Board shall have the discretion to act on a matter appearing on a public hearing; or the Board, by majority vote, may defer the matter to the next regular meeting of the Board. It shall be the policy of the Board to leave the record open to receive written comments following a public hearing up until the time that a vote is taken. Board Comments This time is generally used for individual Board members to share information with other members of the Board and public. Items presented under this heading requiring action will be for a future meeting agenda or to request additional information from staff members. No item presented under this heading shall be acted upon at the meeting at which the item is presented unless it is the unanimous consensus of the Board that the item be put on the floor for action. Prior to the agenda being prepared, members of the Board are encouraged to contact the County Administrator and have an item included under this heading. The County Administrator shall prepare a memorandum that will inform other members of the Board of the particulars pertaining to this matter.

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Pending Matters This section of the agenda is a non-action section of the meeting agenda which shall list all matters that have come before the Board and that the Board has assigned to or referred to one of its standing committees or staff for additional information or recommendation. Adjournment Of Meetings Regular meetings of the Board shall adjourn no later than 10:30 p.m. If the Board desires to extend the meeting, a motion unanimously adopted by the members present shall be required. Any items not acted on prior to the 10:30 deadline shall be deferred to the next regular meeting of the Board. SECTION F: RECONSIDERATION OF MOTIONS The Board may vote to reconsider its action on a matter. The motion to reconsider must be made no later than the next succeeding regular meeting of the Board and can only be made by a member who voted with the prevailing side. In the event of a tie vote on the original motion any Board member may introduce a motion to reconsider. The motion cannot interrupt deliberation on a pending matter but is in order when action on a pending matter concludes. A motion to reconsider may not be used in a land use decision involving a rezoning or a conditional use permit. SECTION G: CONDUCT OF THE PUBLIC The efficient and dignified conduct of public business is the ultimate concern of the Board. Accordingly, it is the policy of the Board that its meetings be conducted with the highest degree of order and decorum. The Board’s integrity and dignity will be established and maintained at all times during the conduct of public business, and the Board will permit no behavior which is not in keeping with this policy. Prohibited conduct at meetings shall include:

1. Campaigning for public office 2. Soliciting of funds 3. Promoting private business ventures 4. Using profanity, vulgar language or gestures 5. Using language which insults or demeans any person or which, when directed at a

public official or employee is not related to his official duties 6. Making non-germane or frivolous statements 7. Discussions of a sectarian or partisan nature 8. Smoking or eating in the Board Room 9. Addressing question or statements to anyone other than the Chairman (Questions

shall be presented to the Chairman, who will, at their discretion, solicit a response from the appropriate board or staff member.)

10. Standing in the back or side isles of the Board Room as long as there are sufficient seats available (except for law enforcement personnel).

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11. Persons in attendance at the meeting addressing the Board while members of the Board are considering any motion, resolution or ordinance preliminary to a vote on the same, except at the discretion of the Chairman.

12. Any persons addressing comments or questions to someone other than the Chairman.

13. Wearing hats, caps or other types of headgear. 14. Applause is permitted only during presentation, awards, proclamations and

special recognition periods. The Chairman shall preserve order and decorum at all meetings. The Chairman may order the expulsion of any person for violation of these rules, disruptive behavior, or any words or action which incite violence or disorder, subject to appeal to the Board. Any person so expelled shall not be readmitted for the remainder of the meeting from which he was expelled. Any person who has been so expelled and who at a later meeting again engages in words or actions justifying expulsion may be barred from attendance at future meetings of the Board for a specified and reasonable period of time not to exceed six months or upon a still subsequent expulsion, a period not to exceed one year either by the Chairman, subject to appeal to the Board or by motion passed by the Board. SECTION H: MISCELLANEOUS Reserved Area. Only members of the Board, the County Administrator, County Attorney, administrative staff and other persons expressly invited shall be entitled to enter the area behind the Board Dais and adjacent conference room used by the Board for committee meeting, closed sessions and the like. Press. Cameras from the press shall be limited to the west side of the boardroom adjacent to the record keeper. Members from the press shall not interview the public or staff in the Boardroom while meetings are in session. Amendment of Rules. These rules of procedure may be amended by majority vote of the entire membership. No notice shall be required for the adoption of any amendments. Adopted June 22, 1998 Amended March 26, 2001 Amended July 8, 2002 Amended March 15, 2005 Amended January 23, 2012 Amended September 23, 2013 Amended October 28, 2013

BOARD

MEETING

AGENDA


JANUARY 12, 2015

REGULAR MEETING

(1) APPROVAL OF AGENDA

(2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD

(3) APPROVAL OF CONSENT AGENDA

a. Consideration of a request from the Commissioner’s Office to authorize a

refund to Banc of America Leasing and Capital, LLC in the amount of

$8,577.54, together with accrued interest, due to an erroneous assessment.


b. Consideration of a request from the Economic Development Department for a

Contingency Fund transfer in the amount of $75,000.00 for initial working

capital to bring internet service to County residents in un-served areas.


(4) APPROVAL OF MINUTES – December 8, 2014

(5) PUBLIC HEARINGS / PUBLIC APPEARANCES

a. Public Appearance – Citizen Presentation by Dave Gresham regarding the

‘Shoreline Management Plan’

b. Public Appearance – Citizen Presentation by Yvonne Behrens regarding

Budget Concerns

(6) ACTION ITEMS

(7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND

RECOMMENDATIONS

a. Communications Center Report for November 2014

b. Community Development’s Building Report for November 2014

c. Library Board of Trustees meeting minutes from October 7, 2014

d. School Liaison Committee meeting report from December 15, 2014

e. Bedford Regional Water Authority Board of Director meeting minutes from

November 18, 2014

f. VDOT’s Report of Changes to the Secondary System of State Highways

g. Planning Commission meeting minutes from November 18, 2014

h. Bedford/Franklin Regional Rail Initiative meeting minutes from November 24,

2014

i. 2014 Governor’s Task Force For Local Government Mandate Review

(8) APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES

a. An appointment is needed to the Planning Commission for District 7 to fill an

unexpired term.

b. An appointment recommendation to the Circuit Court for the Board of

Equalization is needed.

c. An appointment/reappointment is needed for the Supervisor Representative to

the Tri-County Lake Administrative Commission for a one-year term

beginning February 1, 2015 and ending on January 31, 2016.

d. An appointment/reappointment is needed for the Alternate Supervisor

Representative to the Tri-County Lake Administrative Commission for a one-

year term beginning February 1, 2015 and ending on January 31, 2016.

e. A motion is needed to reappoint Mark K. Reeter in his capacity as County

Administrator to the Tri-County Lake Administrative Commission for a one-


f. An appointment/reappointment is needed for the Citizen At-Large

Representative to the Tri-County Lake Administrative Commission for a one-


g. Request to appoint Andy Crawford to the Horizon Behavioral Health Board of

Directors.

(9) COUNTY ATTORNEY REPORTS, REQUESTS AND RECOMMENDATIONS

a. Closed Session pursuant to §2.2-3711 (A) (3), Discussion or consideration of

the acquisition of real property for a public purpose, or of the disposition of

publicly held real property, where discussion in an open meeting would

adversely affect the bargaining position or the negotiating strategy of the public

body.

(10) COUNTY ADMINISTRATOR’S REPORTS, REQUESTS AND RECOMMENDATIONS

a. Final Reminder – VACo County Government Day (Feb. 5th) and VACo

Chairperson’s Institute (Feb. 6-7)

(11) PENDING MATTERS

(12) UPCOMING MEETINGS

• January 26 – Regular Meeting at 7:30 p.m. (Joint Meeting during the Work

Session at 5:00 p.m. with the School Board)

• February 9 – Regular Meeting at 7:30 p.m. (Work Session 5:00 - 6:00 p.m.,

followed by the Extension Office’s Annual Report & Dinner at 6:00 in the

Main Floor Meeting Room)

• February 23 – Regular meeting at 7:30 p.m. (Work Session 5:00 – 6:00 p.m.)

Resolution # R011215-06

At a regular meeting of the Board of Supervisors of the County of Bedford, Virginia held at the Bedford County Administration Building on the 12th day of January 2015, beginning at 7:30 p.m. MEMBERS: VOTE: Bill Thomasson Curry W. Martin Steve Wilkerson John Sharp Steve Arrington Annie S. Pollard Tammy F. Parker On motion of Supervisor ____________, which carried by a vote of ______, the following was adopted: WHEREAS, Gold Signature Foods was acquired by Trident Foods in July of 2013. WHEREAS, on 5/1/2007 Gold Signature Foods leased freezer equipment from Banc of America Leasing and Capital, LLC for $979,926.00. Trident Foods assumed the lease and the cost that was financed for the freezer equipment for $181,387.30. WHEREAS, Banc of America Leasing and Capital, LLC contacted the Commissioner of the Revenue with an updated business personal property return for 2014. The amended return included the year purchase and the cost of the freezer equipment; after assessment was corrected it was found a refund was due for 2014. WHEREAS, the Commissioner of the Revenue for the County of Bedford hereby requests that a refund be given to Banc of America Leasing and Capital, LLC for the amount paid in error of $8,577.54 together with accrued interest; and WHEREAS, this request is made pursuant to the provisions of Section 58.1-3981 of the Code of Virginia and the consent of the County Attorney for Bedford County. THEREFORE, BE IT RESOLVED, that the Bedford County Board of Supervisors authorizes the Treasurer of Bedford County to refund to Banc of America Leasing and Capital, LLC the amount of $8,577.54, together with accrued interest, due to this erroneous assessment.

BOARD OF DIRECTORS

WILLIAM "BILL" THOMASSON

CURRY W. MARTIN

STEPHEN L. WILKERSON

JOHN R. SHARP

H. STEVEN ARRINGTON

ANNIE S. POLLARD

TAMMY F. PARKER

CCC OOO UUU NNN TTT YYY OOO FFF BBB EEE DDD FFF OOO RRR DDD ,,, VVV III RRR GGG III NNN III AAA COUNTY ADMINISTRATION BUILDING 122 EAST MAIN STREET, SUITE 202

BEDFORD, VIRGINIA 24523 _________________________________________

B E D F O R D C O U N T Y B R O AD B AN D AU T H O R I T Y

_________________________________________

540-586-7601-TELEPHONE 540-586-0406-TELEFACSIMILIE www.bedfordcountyva.gov

M E M O R A N D U M TO: Bedford County Board of Supervisors THROUGH: Susan Crawford, Director of Fiscal Management FROM: Traci Blido, Director of Economic Development DATE: December 9, 2014 SUBJECT: Request for Appropriation for Broadband Authority Per the consensus of the Board of Supervisors reached at the conclusion of the Bedford County Broadband

Advisory Group's December 8 work session presentation, please accept this Memorandum as a request by the

Bedford County Broadband Authority for an appropriation of $75,000 from County reserves for initial working

capital for the Broadband Authority.

The Broadband Authority stated its support to provide matching funds from the $75,000 funding appropriation

to work with Mid-Atlantic Broadband Communities Corporation and Internet Service Provider(s) in erecting a

195-foot tower in Montvale and bringing Internet service to county residents in un-served areas such as

Montvale, Huddleston, and Big Island.

Please add this request to the Board of Supervisors' January 12, 2015 Consent Agenda. Thank you.


At a regular meeting of the Board of Supervisors of the County of Bedford, Virginia held at the Bedford County Administration Building on the 12th day of January 2015 beginning at 7:30 p.m. MEMBERS: VOTE: Bill Thomasson Curry W. Martin Steve Wilkerson John Sharp Steve Arrington Annie S. Pollard Tammy Parker

A RESOLUTION APPROPRIATING $75,000 FROM THE COUNTY CONTINGENCY FUND

TO THE BROADBAND AUTHORITY

WHEREAS, the Board of Supervisors, at its December 8, 2014 work session, reached a consensus to appropriate $75,000 to the Bedford County Broadband Authority for initial working capital to bring internet service to county residents in un-served areas; and WHEREAS, the $75,000 will come from the Contingency Fund, now THEREFORE, BE IT RESOLVED, that the Board of Supervisors does hereby authorize and appropriate a Transfer from the Contingency Fund to the Bedford County Broadband Authority for working capital.

DRAFT - Board of Supervisor’s Meeting Minutes December 08th, 2014

Page 1 of 15

1

2

3

4

5

6

AGENDA 7

BEDFORD COUNTY BOARD OF SUPERVISORS 8

BEDFORD COUNTY ADMINISTRATION BUILDING 9

DECEMBER 8, 2014 10

11

5:00 P.M. WORK SESSION 12

a. Presentation by Brown Edwards on Annual Audit Report 13

b. Presentation by the Broadband Advisory Committee 14

6:45 P.M. Dinner 15

16

7:30 P.M. WELCOME 17

a. Moment of Silence 18

b. Pledge of Allegiance 19

(1) APPROVAL OF AGENDA 20

(2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD 21

(3) APPROVAL OF CONSENT AGENDA – no items for the Consent Agenda 22

(4) APPROVAL OF MINUTES – November 12th and 24th, 2014 23

(5) PUBLIC HEARINGS / PUBLIC APPEARANCES 24

a. Public Appearance – Introduction of Tourism Director Jerry Craig 25

b. Public Hearing – Proposed text amendment requests initiated by the Planning 26

Commission for Article II (Definitions), Article III (District Regulations), 27

Article IV (Use and Design Standards), and Article V (Development 28

Standards) in the Zoning Ordinance (Ordinance #O120814-02) 29

• Staff Presentation: Jordon Mitchell, Planner 30

(6) ACTION ITEMS 31

a. Consideration of a Resolution regarding a Warrant Claim filed by James N. 32

Youngblood and Melinda M. Youngblood (Resolution #R120814-03) 33

• Staff Presentation: Carl Boggess, County Attorney 34


Page 2 of 15

b. Consideration of a request VDOT to add Autumn Run Subdivision to the 35

Secondary System of Highways. (Resolution #R120814-01 ) 36

• Staff Presentation: Carl Boggess, County Attorney 37

(7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND 38

RECOMMENDATIONS 39

a. Planning Commission meeting minutes for September 19 and October 21, 2014 40

b. Community Development’s Building Report for October 2014 41

c. Bedford Regional Water Authority Board of Directors meeting minutes from 42

October 21, 2014 43

(8) APPOINTMENTS TO BOARDS, COMMISSIONS AND COMMITTEES 44

(9) COUNTY ATTORNEY REPORTS, REQUESTS AND RECOMMENDATIONS 45

(10) COUNTY ADMINISTRATOR’S REPORTS, REQUESTS AND RECOMMENDATIONS 46

a. Discussion regarding the Board’s January Retreat 47

b. Interest in attending VACo’s County Government Day 48

(11) PENDING MATTERS - none 49

(12) UPCOMING MEETINGS 50

• December 10th - Breakfast Meeting with Senator Newman and Delegate Garrett 51

at 8:00 a.m. at the Bedford Central Library 52

• January 12th – Regular Meeting at 7:30 p.m. (Work Session 5:00 – 6:45 p.m.) 53

• January 26th – Regular Meeting at 7:30 p.m. (Joint Work Session with the School 54

Board 5:00 – 6:45 p.m. – waiting for confirmation from the School Board) 55

• February 9th – Regular Meeting at 7:30 (Work Session 5:00 to 6:00 p.m., with the 56

Extension Office’s Annual Report and Dinner at 6:00 p.m. following the Work 57

Session.) 58

59

5:00 P.M. – WORK SESSION 60

Board of Supervisors: John Sharp, Chairman – District 4; Tammy Parker, Vice-Chairman, District 7; 61

Bill Thomasson, District 1; Curry Martin, District 2; Steve Wilkerson, District 3; Steve Arrington, 62

District 5; and Annie Pollard, District 6 63

------ 64

Staff Present: Mark K. Reeter, Carl Boggess, Susan Crawford, Traci Blido and Brigitte Luckett 65

66

Chairman John Sharp called the Board of Supervisors to order. He then turned the meeting over 67

to Director of Fiscal Management Susan Crawford for a presentation of the FY2014 Comprehensive 68

Annual Financial Report (CAFR) by Susan Chapman and Norman Yoder from Brown Edwards. 69


Page 3 of 15

Mr. Yoder commented that the audit went well and noted that the County has a good team in 70

Fiscal Management. Ms. Chapman explained the auditing process her firm followed and then reviewed 71

the CAFR with the Board. She noted that the Government Finance Officers Association’s Certificate of 72

Achievement for Excellence in Financial Reporting has been awarded to Bedford County every year since 73

Susan Crawford has been employed by the County, and that this year is no exception. 74

Ms. Chapman stated that Brown Edwards was able to issue an unmodified opinion on the 75

County’s audit, which indicates reasonable assurance that the documentation reviewed is correct. She 76

then reviewed the Financial Review and Notes to Financial Statements, commenting that they found 77

nothing unusual. In response to a question from Supervisor Arrington, Ms. Chapman stated that the 78

Town of Bedford’s reversion had limited impact on the County’s financial statements, noting that the big 79

fluctuation on the Statement of Activity was in Public Safety. She then touched briefly on those portions 80

of the CAFR pertaining to Education, the Nursing Home, Solid Waste and increased payments to Fire and 81

Rescue volunteers. Ms. Chapman concluded her review by briefly touching on the Compliance Section, 82

and then turned the discussion over to Mr. Yoder for an explanation of the impacts of the Governmental 83

Accounting Standards Board (GASB). 84

Mr. Yoder gave an overview of GASB 68, which will be coming into play next year, and will 85

have a significant impact on pension plans. He commented that the model that will be used in GASB 68 86

is similar to those models used in the private sector, and explained how this will affect financial reporting. 87

Mr. Yoder stated GASB 68 is a good standard that will be used to standardize assumptions, and is not 88

expected to change bond ratings, interest rates, etc. 89

There followed a brief discussion between Ms. Chapman, Mr. Yoder, Ms. Crawford and the 90

Board regarding various aspects of the CAFR and the potential impacts of GASB 68. 91

The meeting was then turned over to Mr. Allen Boaz, Chairman of the Broadband Advisory 92

Committee, for an update on the status of the Committee’s progress. Mr. Boaz noted that Mr. Charles 93

Calloway, Mr. Darrell Campbell, Dr. Ed Hosington, Mr. Greg Modezelewski and Mr. Le Walker (from 94

the Committee) were also in attendance; Mr. Bill Guzek was unable to attend. Mr. Boaz gave a brief 95

review of the Committee’s background work, and then moved into an explanation of the current 96

broadband situation in Bedford County. He said high-speed internet is vital to quality of life, especially 97

with regard to education and home-based businesses, but is missing in many parts of the County. He 98

turned the meeting over to Dr. Hosington, who briefly reviewed broadband as it pertains to student needs 99

and education in general. 100

Mr. Boaz then resumed his presentation, stating that the Montvale, Huddleston and Big Island 101

areas are the least served with high-speed access. He said that while there are other options to address 102

this issue include issuing an RFP to erect a tower and development, or issue an RFP to develop ‘hot 103

spots’, the Committee feels it would be best to issue an RFP stating what the County will provide to an 104


Page 4 of 15

vertical assets to ISPs. They suggest setting aside funding for a tower project to be implemented in 105

phases, offering incentives to ISPs and covering the cost of start-up equipment when necessary. Mr. Boaz 106

said the Committee suggests a pilot project in Montvale, when a donated tower (from Mid-Atlantic 107

Broadband) would be set up on County land as part of the first phase in a long-term County-wide 108

solution. He said the Committee is requesting $150,000.00 from the Board, $50,000.00 of which would 109

be used to cover the County’s portion of the cost for installation, equipment, etc. Mr. Boaz noted that this 110

tower would provide access to almost everyone in Montvale. He said if the pilot program is successful 111

and more funding is made available, it could be replicated throughout the County. 112

Economic Development Director Traci Blido reviewed the details of the proposed deal with Mid-113

Atlantic Broadband, which would include their donation of the tower in exchange for $50,000 towards 114

equipment costs and a perpetual lease of the land. She noted that they will give the County half of the 115

lease revenues from participating ISPs as part of the deal. 116

There followed a question and answer session between Mr. Boaz, Mrs. Blido and the Board to 117

clarify points made in the presentation. The Board came to a consensus to direct staff to prepare a 118

resolution from the Broadband Advisory Committee requesting a transfer from the Contingency Fund in 119

the amount of $75,000.00 to provide the funding necessary to move forward with the RFP for the 120

Montvale site, as well as incentive funding. 121

Mrs. Blido thanked the Broadband Advisory Committee for all their hard work over the past year. 122

There being no further discussion, the Board remained in open session and moved into the 123

conference room for dinner at 6:45 p.m. 124

125

7:30 P.M. – REGULAR MEETING 126

Board of Supervisors: John Sharp, Chairman – District 4; Tammy Parker, Vice-Chairman, District 7; 127

Bill Thomasson, District 1; Curry Martin, District 2; Steve Wilkerson, District 3; Steve Arrington, 128

District 5; and Annie Pollard, District 6 129

------ 130

Staff Present: Mark K. Reeter, Carl Boggess, Jerry Craig, Gregg Zody, Mark Jordon, Jordon Mitchell, 131

Brad Robinson, Jack Jones, Janet Blankenship, Sheldon Cash, Kevin Adams and Brigitte Luckett 132

133

Chairman Sharp called the meeting to order and welcomed those in attendance; a moment of 134

silence was held and the Pledge of Allegiance was said. 135

136

(1) APPROVAL OF AGENDA 137

County Administrator Mark K. Reeter noted changes to the agenda as follows: 138


Page 5 of 15

• Added Agenda Action Item: #6c – Review of Fire & Rescue’s Volunteer Policies and 139

Procedures/Standard Operations Guide. 140

• Added Agenda Item under County Administrator’s Reports: #10c – Review of Status of 141

Courthouse Bell Tower Restoration Project. 142

• Supervisor Thomasson noted that he would have an appointment this evening. 143

• Supervisors Thomasson, Arrington, Parker and Wilkerson noted that they would have 144

comments under Board Comments. 145

Supervisor Arrington made a motion to approve the agenda as amended. 146

Supervisor Pollard asked if the individual volunteer agencies had been contacted regarding the 147

information the Fire & Rescue Department would present later in this meeting. Chief Jack Jones responded 148

in the affirmative, also noting that several changes had been made since these guidelines were last presented 149

to the Board in January 2014. He said there were people that did not know about it and would not like it, but 150

he does believe he has a general consensus to move forward with it on a trial basis. 151

Voting yes: Mr. Thomasson, Mr. Martin, Mr. Wilkerson, Mr. Sharp, Mr. Arrington, 152

Mrs. Pollard and Mrs. Parker 153

Voting no: None 154

Motion passed. 155

156

(2) FIFTEEN MINUTE CITIZEN COMMENT PERIOD 157

• Jackie Davis, citizen from Thaxton, addressed the Board with a prayer. 158

• John Briscoe, citizen from Thaxton, addressed the Board with a recitation of a story from the 159

Bible. He thanked the Board for the job they do and wished them a Merry Christmas. 160

161

(3) APPROVAL OF CONSENT AGENDA 162

There were no items for the consent agenda. 163

164

(4) APPROVAL OF MINUTES 165

Vice-Chairman Parker noted an incomplete sentence on line 92, page 3 of the minutes for 166

November 12, 2014 as corrected. 167

Supervisor Wilkerson made a motion to approve the minutes of November 12, 2014 as 168

corrected. 169



Voting no: None 172

Motion passed. 173


Page 6 of 15

------ 174

Vice-Chairman Parker noted 133 on line, page 4 of the minutes for November 12, 2014, 175

‘Building and Grounds Committee’ should be added. 176

Vice-Chairman Parker made a motion to approve the minutes of November 24, 2014 as 177

corrected. 178



Voting no: None 181

Motion passed. 182

183

(5) PUBLIC HEARINGS / PUBLIC APPEARANCES 184

(5a) County Administrator Mark K. Reeter introduced the new Director of Tourism, Jerry Craig, to the 185

Board. 186

Mr. Craig stated he is looking forward to working with staff, volunteers and the stakeholders in 187

Tourism. He said that, for the first time in a long time, when he wakes up in the morning he can’t wait to 188

get to work. 189

------ 190

(5b) Jordan Mitchell, Planner, addressed the Board with proposed text amendments initiated by the 191

Planning Commission for Article II (Definitions), Article III (District Regulations), Article IV (Use and 192

Design Standards) and Article V (Development Standards) in the Zoning Ordinance. Mr. Mitchell noted 193

that staff had made several tweaks to this request with regard to definitions as directed by the Planning 194

Commission. Some were definitions of uses that could be permitted by right; other uses were added to 195

districts by special use or by right. He noted that staff also added some definitions to some uses that are 196

already in the permitted use table, as well as other changes identified by the Planning Commission. 197

The public hearing was opened; Supervisor Arrington read an email from Bob and Judy Gillespie 198

expressing opposition to all of the amendments applicable to the PRD Zoning Districts. They specifically 199

were opposed to by right commercial indoor amusement, commercial indoor entertainment, outdoor 200

gathering, private stable, and pawn shop uses. They feel all of these uses are completely inappropriate by 201

right uses for Planned Residential Development districts. They urged the Board to remove the PRD 202

changes from the proposed listing. 203

There being no one else to speak, the public hearing was closed. 204

County Attorney clarified that the PRD suggested uses came from a member of the Planning 205

Commission, not staff. He stated that staff is also not in agreement with the suggested by right uses for 206

PRD. Supervisor Arrington concurred; Supervisor Parker suggested pulling that part and letting staff 207

work on that definition. Supervisor Wilkerson said he had concerns with the Type III Special Use Permit, 208


Page 7 of 15

and asked the Board to request staff to seek out a more relevant definition for that specific use in C-2; 209

Supervisors Arrington and Thomasson concurred. 210

Community Development Director Gregg Zody reiterated the changes to the resolution to be 211

certain staff understood what the Board was requesting. 212

Supervisor Wilkerson made a motion to approve Ordinance #O 120814-02 as amended. 213

BE IT HEREBY ORDAINED, by the Board of Supervisors of Bedford County, Virginia, that the regulations 214

of the Bedford County Zoning Ordinance be amended and readopted as follows: 215

The contents of this Ordinance are arranged into PARTS as enumerated and identified below: 216

PART I. Article II Amendments 217

PART II. Article III Amendments 218

PART III. Article IV Amendments 219

PART IV. Article V Amendment 220

PART V. Adoption/Effective Date. 221

PART I. That Section 30-28, DEFINITIONS, be amended to add and define the use 222

classification Golf Course as follows: 223

GOLF COURSE – Any golf course, publicly or privately owned, on which the game of golf is 224

played, including accessory uses and buildings customary thereto. Driving ranges established as a 225

principal use are excluded from this use type. 226

That Section 30-28, DEFINITIONS, be amended to add and define the terms Tattoo and Tattoo 227

Parlor as follows: 228

TATTOO – To puncture the skin with a needle and insert indelible colors so as to leave 229

permanent marks or designs. 230

TATTOO PARLOR – Any place, shop or establishment wherein the practice of tattooing is 231

engaged in or carried out, and shall include all portions of the premises under control of the 232

owner or manager thereof, which portions are used in part or in whole for the conducting of the 233

business. 234

That Section 30-28, DEFINITIONS, be amended to redefine Garden Center as follows: 235

GARDEN CENTER – Establishments or places of business primarily engaged in retail or 236

wholesale (bulk) sale, from the premises, of trees, shrubs, seeds, fertilizers, pesticides, plants, and 237

plant materials, and hardscape materials primarily for agricultural, residential, and commercial 238

consumers. Such establishments typically sell products purchased from others, but may sell some 239

material which they grow themselves. Typical uses include nurseries, plant stores, and lawn and 240

garden centers. Routine lawn maintenance that includes mowing, landscaping, and planting shall 241

be incidental to the use. 242


Page 8 of 15

That Section 30-28, DEFINITIONS, be amended to replace Dwelling, Two-Family with 243

Dwelling, Two-Family (Duplex), and retain the definition of Dwelling, Two-Family as the definition for 244

Dwelling, Two-Family (Duplex) as follows: 245

DWELLING, TWO-FAMILY (DUPLEX) – The use of an individual lot for 2 dwelling units 246

which share at least one common wall, each occupied by one family. 247

PART II. That Section 30-79-2, PERMITTED USE TABLE, Agricultural and Forestry Uses, be 248

amended to remove the use Agricultural Subdivision. 249

That Section 30-79-2, PERMITTED USE TABLE, Residential Uses, be amended to remove the 250

use Alternative Discharging Sewage Systems. 251

That Section 30-79-2, PERMITTED USE TABLE, Commercial Uses, be amended to add the 252

use Tattoo Parlor and list as a permitted use by right (R) in the C-2 and PCD zoning districts. 253

That Section 30-79-2, PERMITTED USE TABLE, Commercial Uses, be amended to list the 254

use Commercial Indoor Amusement as a permitted use by right (R) in the C-2, PCD and PID zoning 255

districts and remove the use from the C-1 District. 256

That Section 30-79-2, PERMITTED USE TABLE, Commercial Uses, be amended to remove 257

the use Commercial Indoor Entertainment as a permitted use by right (R) in the C-1 zoning district. 258

That Section 30-79-2, PERMITTED USE TABLE, Agricultural and Forestry Uses, be amended 259

to list the use Commercial Stable as a permitted use by right (R*) in the AV and NC zoning districts with 260

additional use and design standards as already provided for in Article IV of the Zoning Ordinance. 261

That Section 30-79-2, PERMITTED USE TABLE, Commercial Uses, be amended to list the 262

use Pawn Shop as a special use (S) in the AV and NC zoning districts. 263

That Section 30-79-2, PERMITTED USE TABLE, Agricultural and Forestry Uses, be amended 264

to list the use Stable, Private as a permitted use by right (R*) in the R-1 and R-2 zoning districts with 265

additional use and design standards as already provided for in Article IV of the Zoning Ordinance. 266

That Section 30-79-2, PERMITTED USE TABLE, Residential Uses, be amended to replace the 267

use classification Two-Family Dwelling with the use name Two-Family Dwelling (Duplex) and add as a 268

permitted use by right (R*) in the C-2 zoning district with additional use and design standards as already 269

provided for in Article IV of the Zoning Ordinance. 270

That Section 30-79-2, PERMITTED USE TABLE, Miscellaneous Uses, be amended to add the 271

use classification Aviation Facilities, General and permit by special use (S) in the PCD, I-1, I-2 and PID 272

Districts. 273

PART III. That Section 30-81-5, USE AND DESIGN STANDARDS, Agricultural and Forestry 274

Uses, Stable, Private, be amended as follows: 275

Section 30-81-5 Stable, Private 276

(A) General standards: 277


Page 9 of 15

1. Minimum lot size: Two (2) acres. 278

2. Maximum animal density: One (1) animal per fenced acre. One (1) acre per 279

residence shall be subtracted from the total acreage to determine the number of 280

animals allowed on each parcel. 281

3. Stables and corrals shall comply with all the setback requirements for accessory 282

buildings. 283

4. Stables shall properly manage animal waste so as to not create a nuisance 284

or health hazard to adjoining or nearby property owners. 285

5. Perimeter of all animal confinement areas shall be adequately fenced. 286

(B) In the AP, AR, AV, PCD, and PID districts the minimum lot size shall be two (2) Acres. 287

(C) In the R-1 and R-2 districts the minimum lot size shall be three (3) Acres. 288

That Section 30-82-1.5, USE AND DESIGN STANDARDS, Residential Uses, Alternative 289

Discharging Sewage Systems, be rescinded in its entirety. 290

That Section 30-82-15, USE AND DESIGN STANDARDS, Residential Uses, Two-Family 291

Dwelling, be renamed Two-family Dwelling (Duplex) and retain the use standards of Two-family 292

Dwelling amended as follows: 293

Section 30-82-15 Two-family Dwelling (Duplex) 294

(A) In the AV district the minimum lot size shall be thirty thousand (30,000) square feet. 295

(B) In the R-2, R-3 and R-4 districts the minimum lot size shall be ten thousand (10,000) 296

square feet. 297

(C) General standards in the C-1 district and C-2 districts: 298

1. The two-family dwelling use shall be allowed only in the same structure as, and 299

in conjunction with, an associated civic, office, or commercial use type. 300

2. The civic, office, or commercial use type must occupy at least fifty (50) 301

percent of the gross floor area of the structure. 302

PART IV. That Section 30-93-14(A)(1), Special Signage Districts and Regulations, Off-303

Premise Signs, be amended as follows: 304

1. No off-premises sign shall be located within a five three-hundred-foot 305

radius of an existing off-premises sign, or an off-premises sign for which a 306

valid permit has been obtained, but has not yet been erected. 307

PART V. ADOPTION/EFFECTIVE DATE 308

Should any portion or provision or this ordinance be held by any court to be unconstitutional or invalid, 309

that decision shall not affect the validity of the ordinance as a whole, or any part of the ordinance other 310

than the part held to be unconstitutional or invalid. 311

This ordinance shall become effective immediately upon its adoption. 312


Page 10 of 15



Voting no: None 315

Motion passed. 316

317

(6) Action Items 318

(6a) County Attorney Carl Boggess addressed the Board with a resolution regarding a Warrant Claim 319

filed by James N. and Melinda Youngblood. Attorney Boggess stated that since a suit has been filed in 320

addition to the claim, council has nothing else to comment on at this time unless the Board has specific 321

questions. 322

Supervisor Wilkerson noted that none of the Supervisors currently serving on the Board were 323

present during these events and it would be very awkward to put taxpayers on the hook for the monies 324

involved, although he said he does respect the claim brought forward by the Youngbloods. 325

Supervisor Wilkerson made a motion to approve Resolution #R120814-03. 326

WHEREAS, the County of Bedford is the owner of a tract of land containing 133.317 acres 327

acquired from Northcote Farm & Land Company by deed dated 15 October 2002 and being of record in 328

the Clerk’s Office for the Circuit Court of Bedford County, Virginia as Deed Instrument No. 020022424; 329

and 330

WHEREAS, by deed dated 23 October 2002 of record in the aforesaid Clerk’s Office as Deed 331

Instrument No. 030003361, Timberland Resources, LLC dedicated to the County of Bedford, for public 332

street purposes, 5.55 acres as shown on a plat of survey made by Hurt & Proffitt of record in the aforesaid 333

Clerk’s Office in Plat Book 43, Pages 8 and 9 and being a part of a 257 acre tract; and 334

WHEREAS, James N. Youngblood and Melinda M. Youngblood, as successors in interest to 335

Timberland Resources, LLC has filed a claim for specific performance with the County to construct a 336

roadway within the previously dedicated property or in the alternative, pay unto them the sum of 337

$1,700,000.00 as alleged damages; and 338

WHEREAS, pursuant to Section 15.2-1245 “Procedures for Allowance of Claims”, the Board of 339

Supervisors must receive an opinion from the County Attorney before paying any such claim; and 340

WHEREAS, it is the opinion of the County Attorney that this claim be disallowed as the County of 341

Bedford is under no legal obligations to construct alleged roadway. 342

NOW, THEREFORE, BE IT RESOLVED, by the Bedford County Board of Supervisors that the 343

claim filed by James N. Youngblood and Melinda M. Youngblood, as successors in interest to 344

Timberland Resources, LLC for specific performance to construct a roadway within the previously 345

dedicated property or in the alternative pay unto them $1,700,000.00 as alleged damages is hereby denied. 346


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Voting yes: Mr. Thomasson, Mr. Wilkerson, Mr. Sharp, Mr. Arrington, Mrs. Pollard 347

and Mrs. Parker 348

Voting no: None 349

Abstained: Mr. Martin 350

Motion passed. 351

------------ 352

(6b) County Attorney Carl Boggess addressed the Board on behalf of the Virginia Department of 353

Transportation with a resolution to add Autumn Run Subdivision to the Secondary System of Highways. 354

County Attorney clarified a few portions of the resolution that differed from the usual VDOT Secondary 355

Road requests, as listed in the resolution below. 356

In response to a question from Supervisor Thomasson, Attorney Boggess said he is holding 357

$48,000.00 in escrow, similar to a letter of credit. Once 12 months have passed after the road is taken 358

into the secondary system, VDOT will be responsible for any issues with the road. 359

Supervisor Wilkerson made a motion to approve Resolution #R120814-01. 360

WHEREAS, there was recorded in the Circuit Court of Bedford County, Virginia, in Plat Book 51, 361

Page 219 and Plat Book 55, Page 232, a plat showing road right of ways for the Autumn Run 362

Subdivision, which plats depict the streets described herein; and 363

WHEREAS, the Residency Administrator for the Virginia Department of Transportation has 364

advised the Board of Supervisors for Bedford County that the hereinafter streets meet the requirements 365

for acceptance established by the Virginia Department of Transportation. 366

THEREFORE, BE IT RESOLVED, that this Board requests that the streets shown on the attached 367

VDOT Form AM-4.3 be added to the secondary system of state highways, pursuant to Section 33.2-705 368

of the Code of Virginia. 369

BE IT FURTHER RESOLVED, this Board guarantees reimbursement to VDOT for all cost, loss, 370

damage or expense incurred to correct faulty workmanship or materials associated with the referenced 371

street or drainage facilities. Bedford County’s responsibility for reimbursement will extend for a period 372

of exactly one year from the official date of the acceptance of the referenced streets into the secondary 373

system of state highways for maintenance by VDOT. 374

BE IT FURTHER RESOLVED, this Board guarantees a free and unrestricted right of way, as 375

described, and necessary easements for cuts, fills, and drainage; and 376

BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the 377

Residency Administrator for the Virginia Department of Transportation. 378



Voting no: None 381


Page 12 of 15

Motion passed. 382

------------ 383

(6c) Jack Jones, Jr., Chief of Fire and Rescue, addressed the Board with a review of Fire & Rescue’s 384

Volunteer Policies and Procedures/Standard Operations Guide. Chief Jones briefly reviewed the process 385

that led to the request before the Board this evening. He noted that the guidelines were a balance between 386

respect for the volunteer’s time and expertise, while working to meet the ever increasing need of the 387

citizens. The policies and procedures were presented to volunteers both in town meeting settings and 388

electronically for input. He said this is an effort to meet both the stated goals of the Board and the ever-389

increasing demands for emergency services by the community, while demonstrating true respect for the 390

time, talent and commitment of our diverse volunteer community. Chief Jones said this effort is a starting 391

point, and will be implemented for a test period of six months. At the conclusion of the test period, an 392

assessment will be completed to determine impacts on emergency service. 393

Supervisor Arrington asked where Chief Jones expected his biggest challenges to occur with this 394

policy change in the next six months. Chief Jones responded that the panic, angst and resistance to change 395

could bring challenges; however, many of the agencies have wanted uniform policies and procedures for 396

some time. 397

Supervisor Pollard asked how many volunteer squads responded to the survey. Chief Jones stated 398

most responded to the survey; by the night of the committee meeting he had heard back from all but one. 399

There followed a discussion between Chief Jones and members of the Board regarding the 400

benefits of using a scheduling roster for the volunteers. 401

Supervisor Pollard said she understands the need for rules, but these are unpaid volunteers. She 402

said she has problems with expecting from them what you’d expect from staff. Chairman Sharp said he 403

understands where Supervisor Pollard is coming from, but we also have to be able to provide reliable 404

emergency response to the citizens. Supervisor Pollard said she wants to provide incentives if volunteers 405

are going to be required to work a specific schedule. Supervisor Wilkerson said he thought a schedule of 406

when they would be called upon might be more attractive to the volunteers then never knowing which 407

calls they may have to respond to. 408

Supervisor Arrington said we need to do what we can to incentivize the volunteer community, 409

since we cannot afford to go completely with full time emergency services staff. He said the State 410

mandates are culpable in the situation we find ourselves in. 411

Supervisor Thomasson said everyone works on a duty roster – it lets you know when you have to 412

be on call and when you can be on vacation. He said using a roster is going to enhance their quality of 413

life, as well as being immensely useful in the case of a disaster. Supervisor Martin said when he 414

volunteered they worked off a roster and it was not a problem. Supervisor Pollard reiterated that we are 415


Page 13 of 15

asking too much of volunteers; with a roster that they will be stuck sitting at the station. She also 416

commented that two squads in her district have never been contacted about this. 417

Supervisor Martin made a motion to proceed with these proposals for a six month trial. 418

Vice-Chairman Parker said it was her understanding that being on the duty roster doesn’t mean 419

being stuck sitting at the station; Chief Jones concurred. 420

Voting yes: Mr. Thomasson, Mr. Martin, Mr. Wilkerson, Mr. Sharp, Mr. Arrington and 421

Mrs. Parker 422

Voting no: Mrs. Pollard 423

Motion passed. 424

425

(7) BOARD COMMENTS, COMMITTEE REPORTS, REQUESTS AND RECOMMENDATIONS 426

Supervisor Thomasson requested, and received, the Board’s consensus to post “In God We Trust” 427

in the Boardroom, as has been done in 36 other localities in Virginia. It was also suggested that Attorney 428

Boggess look into the legalities of this request. 429

------ 430

Supervisor Wilkerson pointed out that the Broadband Advisory Committee had mentioned that 431

fiber optic is already run in the town. Chairman Sharp asked if the Town could assigned a few Town 432

employeesappointees to join the committee; Attorney Boggess and County Administrator Reeter said they 433

would look into it. 434

------ 435

Supervisor Arrington thanked the citizens and the press for being part of the Board’s meetings. 436

He expressed his condolences to Mr. Briscoe for the recent loss of his wife, Anne. Supervisor Arrington 437

thanked the staff and his fellow Board members for their work over the past year. 438

Supervisor Arrington asked the Board to give staff direction regarding the budget; specifically, to 439

level fund the budget for FY15-16. He said if the direction is given to staff now, it will enable staff to 440

more efficiently put their recommendations together for the budget discussion in the New Year. 441

Supervisor Thomasson concurred, and stated that funding from the State will be rocky next year. 442

Chairman Sharp asked all the departments to make cuts, and suggested starting at 5% reductions 443

if possible. 444

The followed a discussion between members of the Board, with Mr. Reeter suggesting that this 445

could be discussed further at the Board Retreat in January. Vice-Chairman Parker commented that, as a 446

former County employee, she knows budgets are padded and there is definitely room for cuts. The Board 447

gave its consensus to direct staff to level fund the budget with no tax increase. 448

------ 449


Page 14 of 15

Vice-Chairman Parker stated the School Board wanted to have individual meetings with Dr. 450

Schuch and the School Board members with their Supervisor counterparts. Supervisor Pollard commented 451

that the School Board members were supposed to invite their Supervisor counterpart; she and Supervisor 452

Wilkerson have already had their meetings. 453

------------ 454

(7a) The Board was given a copy of the Planning Commission meeting minutes from September 19 455

and October 21, 2014 for review. 456

(7b) The Board was given a copy of Community Development’s Building from October 2014 for 457

review. 458

(7c) The Board was given a copy of the Bedford Regional Water Authority Board of Directors 459

meeting minutes from October 21, 2014 for review. 460

461

(8) APPOINTMENTS TO BOARD, COMMISSIONS AND COMMITTEES 462

Supervisor Thomasson made a motion to recommend Kevin Mealy to the Circuit Court 463

to serve on the Board of Equalization. 464

Voting yes: Mr. Thomasson, Mr. Martin and Mr. Wilkerson 465

Voting no: Mrs. Parker, Mrs. Pollard, Mr. Sharp and Mr. Arrington 466

Vice-Chairman Parker said she needs more information on Mr. Mealy before supporting this 467

recommendation, as she thinks this may be the same person who had written several letters to the editor in 468

a local paper that were critical of the Board. Supervisor Arrington said he would want to see an 469

application as well. Chairman Sharp concurred and requested that the application be distributed to the 470

Board before a recommendation is made. 471

Motion failed. 472

------ 473

Supervisor Pollard made a motion to recommend David Thomas to the Circuit Court to 474

serve on the Board of Equalization. 475

Voting yes: Mr. Thomasson, Mr. Martin, Mr. Wilkerson, Mr. Sharp, Mr. Arrington and 476


Voting no: None 478

Motion passed. 479

480

(9) COUNTY ATTORNEY’S REPORTS, REQUESTS AND RECOMMENDATIONS 481

482

(10) COUNTY ADMINISTRATOR’S REPORTS, REQUESTS AND RECOMMENDATIONS 483


Page 15 of 15

(10a) Mr. Reeter requested discussion topics for the Board’s January Retreat agenda, as well as the 484

selection of a date to hold the Retreat. The Board selected January 10th for their Retreat, and agreed to send 485

their topic requests in to Mr. Reeter as soon as possible. 486

------ 487

(10b) Mr. Reeter asked the Board if they were interested in attending VACo’s County Government 488

Day. The Board agreed to let Mr. Reeter know in the near future if they plan to attend. 489

------ 490

(10c) Mr. Reeter reviewed with the Board the Status of Courthouse Bell Tower Restoration Project. He 491

stated that this project will be re-bid, and that the bidder prequalification process has already been 492

completed. He also briefly reviewed the schedule for the bid process and project completion. 493

494

(11) PENDING MATTERS 495

There were no pending matters to discuss. 496

497

(12) UPCOMING MEETINGS 498

Chairman Sharp noted the Board’s upcoming meetings as follows: December 10th - Breakfast 499

Meeting with Senator Newman and Delegate Garrett at 8:00 a.m. at the Bedford Central Library; January 500

10th – Extended Work Session (Retreat); January 12th – Regular Meeting at 7:30 p.m. (Work Session 5:00 – 501

6:45 p.m.); January 26th – Regular Meeting at 7:30 p.m. (Joint Work Session with the School Board 5:00 – 502

6:45 p.m. – waiting for confirmation from the School Board); and February 9th – Regular Meeting at 7:30 503

(Work Session 5:00 to 6:00 p.m., with the Extension Office’s Annual Report and Dinner at 6:00 p.m. 504

following the Work Session.) 505

506

Mr. Reeter reminded the Board that the Employee Appreciation event was scheduled for December 507

16th in the Boardroom at 2:00 p.m. He also reminded them that their Statements of Economic Interests are 508

due December 15th. 509

510

Supervisor Pollard thanked Chairman Sharp for his service as Chairman of the Board over the past 511

year; the rest of the Board concurred. 512

Chairman Sharp wished everyone a Merry Christmas. 513

Vice-Chairman Parker made a motion to adjourn the meeting at 9:12 p.m. 514



Voting no: None 517

Motion passed. 518

BEDFORD COMMUNICATION Number Of Calls Report by Day of Week - Hour of Day

Jurisdiction: First Date: Last Date:

11/01/2014

11/30/2014 BEDFORD 10:36:2 12/03/2014

1-Sun 2-Mon 3-Tue 4-Wed 5-Thu 6-Fri 7-Sat Total 0 31 13 11 16 16 16 53 156 1 35 8 11 16 13 10 29 122 2 16 16 11 10 11 12 30 106 3 12 3 4 4 11 9 11 54 4 9 4 5 14 5 11 3 51 5 14 10 5 5 7 5 5 51 6 11 9 14 9 15 12 12 82 7 14 20 32 20 11 22 27 146 8 28 43 42 39 42 33 53 280 9 44 48 51 59 44 52 50 348 10 44 68 59 88 53 57 47 416 11 46 80 66 69 87 48 46 442 12 58 44 58 78 51 69 50 408 13 54 65 54 54 53 53 58 391 14 56 71 59 59 50 72 60 427 15 42 78 54 67 52 58 57 408 16 45 55 49 76 43 58 48 374 17 49 39 42 46 53 54 41 324 18 41 41 31 37 26 52 45 273 19 42 39 37 30 35 36 33 252 20 30 45 37 33 33 47 45 270 21 29 13 24 35 35 46 44 226 22 34 19 20 23 33 32 50 211 23 13 21 22 19 30 36 48 189

Total 797 852 798 906 809 900 945 6007

Day / Hour

50

100

150

200

250

300

350

400

450

0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

156122106

54 51 5182

146

280

348

416442

408391427

408374

324

273252

270

226211189

Calls By Hour Of Day

780800820840860880900920940960

1-Sun 2-Mon 3-Tue 4-Wed 5-Thu 6-Fri 7-Sat

797

852

798

906

809

900

945

Calls By Day Of Week

623

254

3314

123

897

411 160

615

0

500

1000

1500

2000

2500

3000

3500

EMS FIRE SHERIFF UTILITIES TOWN PD OTHER LAW COUNTY ANIMAL

CONTROL

OTHER

Bedford E-911 Communications November 2014

Total Calls For Service

1776

554

11129

13459

0

2000

4000

6000

8000

10000

12000

14000

16000

WIRELESS 911 WIRELINE 911 ADMIN TOTAL


Total Telephone Calls

197

31 48

117 68

98

35 53

106

42 36 87

482

0

100

200

300

400

500

600


Total EMS Calls Dispatched

88

11 14

80

8 14

26 18

5

35

8 14

0

10

20

30

40

50

60

70

80

90

100


Total Fire Calls Dispatched

building report

A Summary of the Division of Building Activities During the Month of November 2014

Valuation of Construction

November 2014

$5,677,865

November 2013

$11,037,470 Total Inspections: 1,468 (November 2014) 1,708 (November 2013) Permits Issued: (YTD FY 2015) = 635 (YTD FY 2014) = 659 Plans Reviewed: 29 (November 2014) 41 (November 2013)

Fees Collected

November 2014 Total Receipts $17,009.67 Less State Surcharge 294.80 Net Receipts $16,714.87

November 2013 Total Receipts $35,861.02 Less State Surcharge 644.48 Net Receipts $35,216.54 Waived Fees: None

Permits Issued by Election District

Election District 1 2 3 4 5 6 7

Total

New Dwellings 11/14 11/13 SFD 0 5 3 3 2 1 2 16 23 MFD 0 0 0 0 0 0 0 0 2 ALT/ADD 2 2 1 1 6 2 5 19 35 M/H 1 0 1 0 1 3 1 7 7 ACCESSORY BLDG 2 1 1 1 0 2 0 7 7 DOCKS 1 7 0 0 0 0 0 8 7 POOLS 0 0 0 0 0 0 0 0 2 R/C 0 1 0 2 0 1 3 7 4 MISC. STRUCTURES 0 1 1 1 0 0 0 3 3 OTHER 2 8 8 8 6 5 10 47 38 8 25 15 16 15 14 21 114 128

**MISC. STRUCTURES - Agricultural Buildings

Greenhouse Pavilion Tent Tower

**OTHER - Miscellaneous (Electrical, Plumbing, Mechanical, Demolition, etc.)

Bedford Public Library System Board of Trustees Meeting Minutes

Big Island Library October 7, 2014

Board Members present: Ellen Wandrei, Mary Jo Krufka, Barbara Woodford, Jan Markham, Pam Willoughby. Others attending: Jenny Novalis, Library Director; Carolyn Morehead, Big Island Branch Manager Mary Jo called the meeting to order at 6:19pm. Mary Jo asked if there were any changes to the agenda. One items was added after the Director’s Report, a Closed Session. Mary Jo asked for a motion to approve the agenda, as amended. Ellen motioned, Jan seconded, all agreed. Mary Jo asked if there were any changes to the minutes from the previous meeting. There were none. Ellen motioned to approve the minutes, Barbara seconded, all agreed. No public comments Director’s Report: Shared Service Initiative - Update: The Lynchburg Public Library is currently working with our technology vendor, TLC, to work out details of the shared services plan. The catalog merge is expected to be completed around April 2015. Jenny is working with the other 2 library directors to revise the existing MOU for shared services among all three localities. She will have an update at the next meeting. Staff are excited to be moving forward with this project. Buildings: The Forest Friends of the Library have offered to replace the meeting room carpet at the Forest Library. The Forest meeting room is very heavily used and is in much need of replacing. Jenny and Kate, the Forest Branch Manager, have chosen a color pattern very similar to what is in place now and a quote for the new carpet squares and labor has been forwarded to the Friends Group for final consideration. Jenny will have more details once they finalize their commitment. Policy and Procedures: A committee was formed to review comparable library policies and take into consideration the Board’s previous revision suggestions. The Library Board reviewed the proposed revisions to the Standards of Conduct policy and the Children and Students Using the Library policy. They discussed the policies in detail. Final edits/approval will be considered at the next Board meeting. Training: Staff Day agenda has been finalized. Staff are looking forward to this opportunity. The library will be sending 6 staff members to the VLA conference this

year. It looks to be a great program/conference and for two of our staff members, this will be their first library conference. Closed Session: Ellen: I move that we convene in closed session under Code of Virginia 2.1-34 A 1, to

discuss personnel issues. Barbara seconded, all agreed. Ellen moved that we go back into open session. Jan seconded, all agreed. Ellen: I hereby certify that to the best of my knowledge only public business matters

lawfully exempted from open meeting requirements under Code of Virginia section 2.1-

344 A 1 were discussed and only such public business matters as were identified in the

motion by which the executive session was convened were heard, discussed or

considered. Jan seconded, all agreed. Financial Report: The Board reviewed the monthly financial report and Jenny noted that spending was on track for the system. The Board also reviewed the governmental fund account balances, Jenny noted that the transfer has taken place, it has just not been recorded yet. The Board briefly discussed the purchase of a new courier van and Jenny asked if she can go ahead and purchase it prior to the next Board meeting; Mary Jo said yes, and to send an email once that has been completed. Jenny shared an article relating to the projected cuts in state aid to localities this FY. Jenny will continue to keep the Board apprised of this situation. Mary Jo asked for a motion to adjourn. Barbara motioned, Ellen seconded, all agreed. Meeting adjourned at 7:10 pm.

Bedford County/Bedford County Public Schools CIP Working Group

December 15, 2014, 6:00 p.m. School Board Office Conference Room

Attendance: S. Arrington, R. Downey, M. Duis, G. Hostutler, C. Martin, D. Overstreet, M. Reeter, D Schuch, K. Willis

1. Update on New Liberty Zone Middle School Project - Summarized three options and associated costs (handout) provided to the School Board 12/11/14 and updated via email 12/15/14; Discussed different advantages and disadvantages of each option, as well as cost factors; Kahn representatives will attend joint meeting on 1/26/14

2. School division CIP items a. Moneta Sewer Project - Discussed recent bid openings from

12/11/14 (handout) as well as potential funding from the County; Questions were also asked about any additional fees for meters and other equipment that may be assessed to the school division as part of this project; School division staff will obtain this information from BRWA prior to the 1/26/14 joint meeting.

b. Other CIP Items - Discussed CIP items that have been delayed due to funding challenges; Questions asked re: specific projects especially the elevator at Staunton River Middle School and the students that the elevator would serve.School division staff will obtain this information prior to the 1/26/14 joint meeting.

3. Disposition of Consolidated Schools Update on the options that we have re: the future use of Body Camp Elementary School and Thaxton Elementary School after 7/1/2015; Recommend that the County Economic Development Department get involved in this discussion; County Administrator will convey this information to Economic Development staff.

4. CIP-related School Efficiency Review Recommendations requiring School Division/County Collaboration - Discussed handout and specifically items 5.2 “Facility Master Planning” 7.18 “Develop a Joint Garage”; Consensus was to move forward exploring both recommendations; The facility master planning may also be completed jointly to include County CIP issues.

Consensus was to include all of these topics + FY 2016 budget for the joint meeting on 1/26/14 at 5:00 p.m. (Location for the joint meeting TBD.)

1723 Falling Creek Road Bedford, VA 24523-3137 (540) 586-7679 (phone) (540) 586-5805 (fax) www.brwa.com

Bedford Regional Water Authority – Board of Directors

Regular Board Meeting – Minutes November 18, 2014

A regularly scheduled meeting of the Board of Directors of the Bedford Regional Water Authority (“Bedford Water”) was held on Tuesday, November 18, 2014 in the Board Meeting Room in Bedford Water’s Annex building located at 1723 Falling Creek Road in Bedford County.

Members Present: ........... Elmer Hodge, Chair Carl Wells, Vice Chair Bob Flynn Cindy Gunnoe Michael Moldenhauer Thomas Segroves Walter Siehien

Members Absent: ............ None

Staff & Counsel Present: . Brian Key – Executive Director Dennis Wood – Assistant Director Anthony Browning – Customer Service Manager Megan Rapp – Communications Coordinator Sam Darby – Legal Counsel, GFD&G

1. Call to Order The meeting was called to order by the Chair at approximately 7:01pm. The Pledge of Allegiance and a moment of silence were conducted.

2. Review of Agenda The following agenda was reviewed as shown below, with revisions in bolded italics.

1. Call to Order

a. Pledge of Allegiance

b. Moment of Silence

2. Review of Agenda

3. Public Hearing: Easement Acquisition for Moneta Elementary Sewer Line

4. Public Comments

5. Director’s Report: Presented by Brian Key a. Resolution 2014-11.01 – Authorizing Use of Eminent Domain b. Resolution 2014-11.02 – Moneta Elementary School Sewer Line Construction

Contract c. Resolution 2014-11.03 – Policy Revisions d. Strategic Planning Summary e. Routine Reports

i. Project Activity Reports ii. Customer Service Statistical Summary iii. Maintenance Statistical Report iv. Public Relations Information

6. Approval of Minutes: October 21, 2014 – Regular Board Meeting

7. Financial Report: Presented by Jill Underwood Brian Key

http://www.brwa.com/

a. Financial Statements through month end October 2014

8. Closed Session: Board action related to this item may take place upon the conclusion of the closed session. a. Closed Session pursuant to Section 2.2-3711 A. 29 of the Code of Virginia (1950),

as amended, related to the discussion of public contracts. b. Resolution 2014-11.04 – Lynchburg Agreement

9. Other business not covered on the above agenda

10. Motion to Adjourn

3. Public Hearing: Easement Acquisition for Moneta Elementary Sewer Line Mr. Hodge opened the public hearing. Mr. Key summarized the Moneta Elementary school project, explaining that the school system had a problem with their septic system and requested the Authority facilitate designing and building the project to connect the school to the public sewer. There were nine easements needed for the project; six have been donated and three more are under negotiations. The Masons own two of the easements and requested that eminent domain be enacted as this is the easiest legal action for the family. Mr. and Mrs. Peggans were in attendance and addressed the board about their easement. Mrs. Peggans said that she wanted the property left the way that it was found. Mr. Key responded that at the prebid conference the specifics of the property condition were addressed and it was noted that the property should be left in equal or better condition. Mr. Peggans added that he wanted to ensure the manhole cover that will be added be easy to mow around. He also added that the farm he rents for hay located by the Moneta wastewater plant had ruts put in the field during construction of the wastewater plant; he said that he discussed this with the contractor during construction and they never reseeded it like they promised.

Mr. Hodge closed the public hearing.

4. Public Comments

Mr. Charles Payne owns property on Link Road and is concerned that the water bill for 80 gallons was $99.17. Mr. Payne asked for consideration that the bill be less since there is virtually no water usage at the property. Mr. Key explained that the base fee is $17.91 for water and $31.50 for sewer. This is $49.41 a month without use. The rate structure had a high base fee to replace the minimum charge with the consumption rate being very low to compensate. Mr. Key explained that it is anticipated that the base fees will be falling and usage fees will be rising as the rates change over the next couple of years. There is no adjustment that can be made by staff based on the rates as approved by the board. Mr. Hodge said that this will have to be worked out over time as the rates change throughout the years.

5. Director’s Report: Presented by Brian Key a. Resolution 2014-11.01 – Authorizing Use of Eminent Domain

As discussed in the public hearing, there were three properties that will need to be acquired through eminent domain. WHEREAS, the Bedford Regional Water Authority (the “Authority”), a public service authority formed and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia Water and Waste Authorities Act §§ 15.2-5100-15.2-5159 (the “Act”), needs to establish a new sanitary sewer line that will run along the property lines of several properties located on North Old Moneta Road Route 901 in Bedford County, Virginia; and, WHEREAS, the Executive Director has informed the Board of Directors of the Authority that the new sanitary sewer line is needed to service the Moneta Elementary School because of a failing septic system; and,

WHEREAS, the Executive Director has informed the Board of Directors of the Authority that the most suitable location for the new sewer line is across the lot lines of several properties on North Old Moneta Road Route 901 in Bedford County, Virginia; and, WHEREAS, the Executive Director has informed the Board of Directors of the Authority that negotiations have not progressed with the owners of the remaining three (3) properties needed for the new sanitary sewer line; and, WHEREAS, the Executive Director has determined that the Authority will need to acquire permanent sanitary sewer system easements and temporary construction easements from the following persons who own property on North Old Moneta Road Route 901 in Bedford County, Virginia:

William and Janet M. Peggans, Deborah P. Crank and Amy P. Cyzick, owners of tax parcel 210-A-27; Ray and Josephine Mason, owners of tax parcel 220-A-26A; Josephine Mason, owner of tax parcel 220-A-26; and,

WHEREAS, in order to proceed with the new sanitary sewer line, the Executive Director has recommended that the Authority acquire such permanent sanitary sewer system easements and temporary construction easements either through negotiations with the property owners or through the exercise of eminent domain if negotiations with the property owners prove unsuccessful; and, WHEREAS, the Authority has been unable to acquire the permanent sanitary sewer system easements and temporary construction easements with the property owners; and, WHEREAS, the Authority properly advertised a public hearing for the purpose of informing the public of the need to exercise eminent domain to acquire the permanent sanitary sewer system easements and temporary construction easements, and such public hearing was held at the offices of the Authority at 7:00 p.m. on November 18, 2014 for the purpose of giving all citizens the opportunity to state their views; now, THEREFORE, BE IT RESOLVED by the Board of Directors of the Bedford Regional Water Authority that acquisition of the permanent sanitary sewer system easements and temporary construction easements through the exercise of eminent domain is hereby approved and the Executive Director is hereby authorized and directed to initiate condemnation proceedings and to take all steps necessary to acquire the permanent sanitary sewer system easements and temporary construction easements through the exercise of eminent domain. This resolution shall take effect immediately.

Member Mr. Segroves made a motion to approve this resolution.

Member Mr. Siehien seconded the motion.

• Board Member Votes: 7 Aye, 0 Nay, 0 Abstain. The motion carried.

b. Resolution 2014-11.02 – Moneta Elementary School Sewer Line Construction Contract

A prebid conference was held on Monday, November 10, 2014 for the Moneta Elementary School sewer line project. The bid opening took place on November 18, 2014 at 2pm. The bid tabulation was included for the board; the apparent low bidder was Warrco, Inc for $172,112.10. The Bedford County Public Service Authority had worked with the company in the past and had good results from the contractor. In order to keep the project on schedule, the goal would be to award the project at this meeting. WHEREAS, the Bedford Regional Water Authority (the “Authority”) is a public service authority formed and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia Water and Waste Authorities Act §§ 15.2-5100-15.2-5159 (the “Act”); and, WHEREAS, the Authority has an agreement with the Bedford County Public Schools (the “Schools”) to fund the entire design, construction, and related costs for the Moneta Elementary School Sewer Line Project (“Project”), which will establish a new sanitary sewer line that will run along and adjacent to North Old Moneta Road Route 901 in Bedford County, Virginia; and,

WHEREAS, the Executive Director has informed the Board of Directors of the Authority that the new sanitary sewer line is needed to service the Moneta Elementary School because of a failing septic system; and, WHEREAS, the Authority has properly advertised to solicited bids for the Project, a copy of the bid tabulation has been provided to the Board of Directors of the Authority, and the Executive Director is recommending that the award of the project be made to the lowest responsive bidder, now, THEREFORE, BE IT RESOLVED by the Board of Directors of the Bedford Regional Water Authority that the Executive Director is hereby authorized and directed to execute a contract with Warrco, Inc. in the amount of $172,112.10 for the construction of the Project, contingent on written approval from the Schools to proceed.

Member Ms. Gunnoe made a motion to approve this resolution.

Member Mr. Flynn seconded the motion.


c. Resolution 2014-11.03 – Policy Revisions At the October board meeting two policies were remanded to the Project and Policy committee for review; one policy was the Rate Description Policy 2.01 and the other policy was the Adjustment Policy 2.40. The committee met on November 4, 2014, and the recommended changes were shown on the policies in the board packet. The Rate Description discussion centered on the fire suppression charge and focused on if a single pipe provided fire suppression for multiple tenants. There are separate water meters to charge for domestic water use but each tenant was being charged for the fire suppression individually. The committee recommended that the building have one fire suppression fee and have it equally split between the tenants. The committee discussed the Adjustment Policy and the number of adjustments that are allowed in the policy. The committee recommended that three adjustments be allowed every six years instead of one adjustment every five years. The calculation was changed from a complicated calculation to a simple one that would make the adjustment 50% of the bill. The other adjustment was made for customers with pools; there would be a one-time per year swimming pool adjustment to waive the sewer fee for filling the pool since that water does not flow into the sewer system. WHEREAS, the Bedford Regional Water Authority (the “Authority”) is a public service authority formed and existing in accordance with the provisions of Chapter 51 of Title 15.2 of the Code of Virginia, 1950, as amended, the Virginia Water and Waste Authorities Act §§ 15.2-5100-15.2-5159 (the “Act”); and, WHEREAS, at a regularly scheduled board meeting on October 21, 2014, the Board of Directors of the Authority remanded two policies to the Project and Policy Committee (“Committee”) for their review including the Rate Description Policy 2.01 and the Adjustment Policy 2.40; and, WHEREAS, the Committee reviewed the policies at a meeting that was held on November 4, 2014 and has recommended changes to the policies to the Board of Directors of the Authority; now, THEREFORE, BE IT RESOLVED by the Board of Directors of the Bedford Regional Water Authority that the changes recommended by the Committee to the above noted policies be hereby adopted by the Authority.

On behalf of the Projects and Policies Committee Member Mr. Segroves made a motion to approve this Resolution.

Being a recommendation from a committee no Second was needed.


d. Strategic Planning Meeting Summary The final strategic planning meeting was held on October 15, 2014 and a summary of the meeting was included in the packets. Also, a summary of the entire process was included in the packet. Mr. Key briefly explained the five goals that were outlined in the summary. The goal is to have the complete written strategic plan for the board at the December meeting.

e. Routine Activity Reports

i. Projects

A summary sheet was provided to the board about recent projects. Mr. Key pointed out the project where there is a break under 460 that needs to be addressed quickly. The easements have been obtained for the project, and the project will be advertised in November and bids submitted in December.

ii. Customer Service Statistical Summary Mr. Key explained that the statistical summary for customer service was in the board packet, and offered to address any questions that the board may have. Multiple rows were added to show the type and number of meters the Authority has in place.

iii. Maintenance Statistical Report This new report shows information about the maintenance work orders based on location and date. Preventative maintenance is not broken out separately on the report, but staff will be working to show these details in the report in the future.

iv. Public Relations Information Various news articles were provided to the board. There were no questions asked by the board.

6. Approval of Minutes: October 21, 2014 The regular Board Meeting Minutes from October 21, 2014 were reviewed.

Mr. Moldenhauer made a motion to approve the amended minutes. Mr. Segroves seconded the motion.


7. Financial Report: Presented by Brian Key a. FY 2014-2015 Financial Statements through month end October 2014

Mr. Key reviewed some of the details pertaining to the financial reports for the period ending October 2014. The targeted budget goal for October was 33%; operating revenues were 35%, and operating expenditures were 25%. Facility fees collected during October were $52,500. The total received is 86% of the budgeted amount.

8. Closed Session: Board action related to this item may take place upon the conclusion of the closed session. a. Closed Session pursuant to Section 2.2-3711 A. 29 of the Code of Virginia (1950), as

amended, related to the discussion of public contracts.

Mr. Moldenhauer moved that the Board of Directors go into Closed Meeting pursuant to Section 2.2-3711 A. 29 of the Code of Virginia (1950), as amended, related to the discussion of a public contract. Mr. Flynn seconded the motion.

• Board Member Votes: 7 Aye; 0 Nay; 0 Abstain. The motion carried.

The board entered into closed session at approximately 8:13pm.

At approximately 9:12 pm Mr. Wells moved that the board exit closed session and return to open session. Mr. Moldenhauer seconded the motion.

• Board Member Votes: 7 Aye; 0 Nay; 0 Abstain. The motion carried.

Mr. Wells moved that the Board of Directors take a roll call vote certifying that to the best of the member’s knowledge only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed, or considered in the meeting by the public body.

• Board member votes:

o Aye: Elmer Hodge, Carl Wells, Bob Flynn, Cindy Gunnoe, Michael Moldenhauer, Thomas Segroves, Walter Siehien

o Nay: None o The motion passed.

b. Resolution 2014-11.04 – Lynchburg Agreement No action was taken on this resolution. The board agreed to continue to work with Lynhcburg to discuss the agreement.

9. Other Business No word has been given to the Authority about the reappointments of the board members with expiring terms.

10. Motion to Adjourn: There being no further business to discuss, Mr. Wells made a motion to adjourn and Mr. Flynn seconded the motion.

• Board member votes: 7 Aye; 0 Nay; 0 Abstain. The motion passed.

The meeting adjourned at approximately 9:17 pm.

Prepared By Megan Rapp – Communications Coordinator Approved: December 16, 2014

2015 Strategic Plan www.brwa.com

Providing Quality Service for Everyone

The Strategic Planning Process

As the Bedford Regional Water Authority (“Authority”) rounded out its first year as the water and wastewater

provider for the Town of Bedford and Bedford County, many of the consolidation challenges were resolved

and the new Authority was proven to function smoothly. It was then time for the Authority to think about its

future growth and goals for the upcoming years; the Authority decided that it was time to develop a strategic

plan to provide the best guidance for the future.

The Authority went through an interview process to select a strategic planning consultant to guide the Board

of Directors and the staff through the planning process. After interviewing three candidates, the decision was

made to hire Terry King of IDEAL Consulting.

Mr. King conducted five meetings where both members of the Board of Directors and management staff were

in attendance. Mr. King used the former Bedford County Public Service Authority’s (“PSA”) strategic plan as

a starting point, and the group began evaluating the mission and vision statement, core value, and SWOT

(strengths, weaknesses, opportunities, threats) from the PSA’s plan. The mission, vision, and values stayed

the same, while minor adjustments were made to the SWOT.

Page 1 www.brwa.com BRWA Strategic Plan 2015

Mission Statement

Vision Statement

Values

The Bedford Regional Water Authority exists to provide its customers with high quality water and wastewater

services at rates that are reasonable and just. The Authority shall anticipate the needs of the greater commu-

nity by continually maintaining responsive, reliable service and through systematic expansion whenever eco-

nomically possible.

The Bedford Regional Water Authority strives to provide quality, responsive, reliable, and efficient services

utilizing the latest technology and highly trained staff. Through leadership, the Authority endeavors to main-

tain a work environment that attracts and retains professional, highly competent, motivated, and dedicated

employees.

Excellent, high quality service

Creativity

Independence

Efficiency

Honesty, integrity, and respect

Fiscally responsible

Open communications with public and employees

Core Value

Providing quality service for everyone.

www.brwa.com BRWA Strategic Plan 2015

SWOT Analysis

Strengths:

Good Use of Technology Fiscal Management Excellent Employee Benefits Customer Service Dedicated, Intelligent Employees Producing High Quality Water and Wastewater Programs and Policies Leadership

Weaknesses:

Communication Small Staff Lack of Safety Programs Limited Capital Improvement Funding Public Understanding Organizational Segregation

Opportunities:

Better Use of Technology Expansion of Customer Base More Services for Customers Provide More Public Relations Outreach Working Relationships w/Other Organizations Keeping Fair, Low Rates Employee and Leadership Development

Threats:

Economic Conditions Financial ability to keep up with Technological Advances Financial ability to keep up with Unanticipated Government Regulation Uncontrollable Environmental Factors Customer Demographics


After defining the guiding principles, each individual in the planning group identified projects, goals, and initia-

tives that they would like met in the strategic plan. Mr. King compiled the responses into a list of 60 goals.

The 60 responses were then narrowed down to 16 by the group, and then down to the five most important

goals in which the group thought that the Authority should focus its efforts on. With these five items identi-

fied, the group then began to formulate these ideas into SMART (Specific, Measureable, Attainable, Realis-

tic, Timely) goals to more clearly define them. Once these goals were identified, each was then further ana-

lyzed to define who, what, where, when, why, and how the tasks would be completed; benchmarks, account-

ability, organizational investment, and success measurement of these goals were defined for calendar year

2015. This was done to provide more direction for each goal and to clearly establish the amount of time and

money the Authority will be investing.

With these goals defined, the Authority has clear direction on where to focus its efforts, beyond the normal

operating requirements. Even with these detailed goals, the strategic plan is a fluid document that is meant

to change with the organization over the years. It is meant to be reevaluated regularly to ensure that the fo-

cus is still on where the Authority’s efforts need to be placed.

The Authority intends to formally reevaluate the plan in the fall of 2015; the work completed to date will be

reviewed, and the results will be analyzed to determine what adjustments are needed for 2016. If circum-

stances indicate that a change in needed prior to the formal evaluation, the plan may be evaluated sooner

and changed if necessary.

The strategic plan is not to take away focus from the Authority’s main objective of providing quality water and

wastewater services, but rather it is meant to add in the organization’s ability to better and more efficiently

serve its employees and customers.

To keep the public updated on the Authority’s progress in meeting the plan’s goals, a report will be added to

the monthly board packet for the Board of Director meetings; these packets are posted on the Authority’s

website where the public may access them at any time.

With the strategic plan providing guidance for the Authority, the Board of Directors and staff can stand behind

the plan and begin working in 2015 towards accomplishing these goals in order to enhance the efficiency and

effectiveness of the Authority.

Finalizing the Goals

SMART GOALS

Goal – 1 Open communication between employees quarterly

Goal- 2 Increased Accountability

SMART Goal: Encourage communication among the employees of BRWA across departmental lines

quarterly effective March 2015

Who? All employees will be invited and encouraged to attend

What? Informative meeting held by Brian or Dennis along with a Departmental Manager

Where? Various locations – BRWA Board Room/ conference Room or different facilities

When? Quarterly

Why? Promotes open communication from executive leadership to the workforce. This provides a

means of honest communication from each department to all employees over the course of a year.

How? Coordinate with managers to share about how their department impacts the BRWA. Executive

Director/Asst. Director will share each time about general company policy and upcoming events.

Success In 2015: Make four communication meetings (Winter Luncheon, Spring Fling, and two others)

available for employees to attend and provide input and/or feedback.

SMART Goal: Collaborate to determine and correct the causes of significant water loss/production and

billing of water/waste water services provided by BRWA each month effective November 2014

Who? Customer Service, Operations, Engineering, and Maintenance

What? Operations will monitor production, routinely ensure that production meters are accurate. Cus-

tomer Service will ensure that the billing systems are configured so that consumption volumes are not

distorted by billing adjustments. Engineering – map large losses to narrow down loss areas. Mainte-

nance installs leak detectors.

Where? Various areas in the service area

When? For the first six months this will take place monthly after that time it will take place at least quar-

terly.

Why? To increase efficiency, recover un-captured revenue, reduce the need to search for additional wa-

ter sources and help sustain long term water supplies

How? By using top down and bottom up processes to validate the water audit data

Success in 2015: Bring overall accountability level to 70% or above for each system.

Page 4 www.brwa.com BRWA Strategic Plan 2015

Goal – 3 Expand SCADA System

SMART Goal: Develop an implementation plan for SCADA to establish cost and priority of installation. Begin

installation per plan.

Who? Info systems, Maintenance Manager, Facilities Maintenance Crew, contracting w/ system integrator,

Operations Manager, service providers based on locations

What? Develop a plan to prioritize the sites to install SCADA and then begin installation and integration of log-

ic controllers at each location, with equipment upgrades as necessary to provide functions and/or reporting ca-

pabilities as needed at each location in the Central system.

Where? Planning meetings take place in conference room at main office, with visits to specific sites as neces-

sary. Installation at places w/o SCADA as identified in plan – mainly Central system and SMLWTP

When? Plan by February 2015. Installation - begin implementing plan and installation February 2015 – June

2017

Why? Remote access and monitoring for sites will reduce operator time necessary to manually visit each site.

The ability to record data for the sites enables long-term performance analysis and effects of inflow and infiltra-

tion in the wastewater system.

How? Operations put together a prioritized list based on history and use to develop a plan. Coordinate fund-

ing. Hire consultant to install program in conjunction with Information Systems.

Success in 2015: Connect the three pump stations in Central service area to SCADA and create a plan that

includes costs on how to connect the remaining nine sites and two treatment plants.



Goal – 4 Public Relations/Public Education

SMART Goal: Provide public outreach and education through public events which could include open hous-

es and/or tours, attendance at business expos, community events, and other public events and interdepart-

mental collaboration to raise general awareness of the BRWA operation. The type of events will be deter-

mined partly by the board and staff and partly by public feedback results.

Who? Each department will play a role since each department has contact with the public. This will be led by

the Board of Directors, management, and the communications coordinator. The community will also be in-

volved through surveys and possible focus groups to measure the effectiveness of the campaign.

What? Possibly attend business expos, community events, and other public events, hold open houses and/

or tours, gather public feedback, and provide training for each department based on their role and need.

Where? Local community area as needed, BRWA sites, any outside training facilities/meeting rooms need-

ed.

When? Beginning January 2015 develop plan for outreach events and training needed while also getting

public feedback. Begin implementation of plan in May 2015 through December 2015. January 2016 gather

public feedback and evaluate progress and future steps for the next year.

Why? To enhance public perception of the BRWA. To have the public understand who the BRWA is, what

we do, how we do it, and why we make the decisions we do.

How? Strategies that may be implemented include: Gather information from public (surveys, focus groups,

etc.) to determine public perception of the Authority before and after outreach programs and training. This will

help give direction for the public events the Authority will attend. Attend public events with a focus on provid-

ing more educational items to attendees. Invite the public onsite for an open house and/or tours to allow the

public to see our facilities.

Success in 2015: Solicit input from the public about the type of public outreach events and educational pro-

grams they would like for the Authority to provide. Provide public relations training for each department, so

that every employee can serve as an ambassador of the Authority.


Goal – 5 Develop Capital Improvement Plan

SMART Goal: To develop a Capital Improvement List by February 2015 and submit to the Board for approval

in April 2015. This list will be developed into a plan and be reviewed annually as part of the budget process

Who? All BRWA managers, the Finance Committee, Plant Superintendents, Leads, and the Board

What? All of the managers will submit their requests to Rhonda for inclusion in the list. Brian, Dennis and Jill

will provide feedback and consultation (on scope, affordability, etc.). After a draft has been developed the

Finance Committee will review and provide recommendations and feedback.

Where? BRWA offices

When: Managers will begin developing their requests in December 2014. Rhonda will develop the draft and

the management team will prioritize the requests in January 2015. The draft will be updated and sent to the

Finance Committee for review and recommendations in February or March. The Committees recommenda-

tions will be included in the plan and taken to the Board in April for adoption. If the Board has additional feed-

back a motion to approve the plan may be delayed until May 2015.

Why? A capital improvement plan is important for managers to understand and prioritize the needs of the Au-

thority as a whole. Also, the plan will inform the public on the needs of the Authority.

How? A kickoff meeting will be scheduled with all managers to discuss and explain departmental needs and

look for potential overlap. There will be coordination with managers and information will be provided during

the entire process leading up to Board approval.

Success in 2015: Create a list of all capital improvement projects to assist in preparing the FY2015-2016

budget. After budget approval, the list should then be amended to become a more comprehensive CIP plan

by the end of the year.

Questions?

Questions or comments about this report and any of its contents? The Authority would love to speak with you!

Please contact the Authority by:

Calling at (540) 586-7679

Emailing at [email protected]

Liking the Authority on Facebook

Following on Twitter @BedfordWater

Connecting on LinkedIn

Visiting the Authority website at www.brwa.com

https://www.facebook.com/pages/Bedford-Regional-Water-Authority/141981095847546?ref=hl

https://twitter.com/BedfordWater

https://www.linkedin.com/company/1396463?trk=prof-0-ovw-curr_pos

http://www.brwa.com

https://twitter.com/BedfordWater

https://www.facebook.com/pages/Bedford-Regional-Water-Authority/141981095847546?ref=hl

https://www.linkedin.com/company/1396463?trk=prof-0-ovw-curr_pos

MINUTES

For

Bedford County Planning Commission

November 18, 2014

The Planning Commission held a regular meeting on Tuesday, November 18, 2014 in the

Bedford County Administration Building Boardroom. Commissioners Brown, Burden,

Craig, Huff, Noell, Scott and Tillett were present. Staff present was County Attorney Mr.

Carl Boggess, Mr. Gregg Zody, Director of Community Development, Mr. Jordan

Mitchell, Mr. Mark Jordan, Mr. Brad Robinson, Planners and Mrs. Patricia Robinson,Planning/Zoning Technician.

Mr. Craig called the meeting to order at 7:00 pm and determined there was a quorum for

conducting business. Mr. Craig asked if there were any changes to the agenda. Mr.

Tillett requested to move Item 6a New Business before Item 4 Public Hearings. Mr.

Boggess suggested adding comments from Mr. Zody regarding the Comprehensive Plan

under Item 5 Old Business. Mr. Burdett requested Item 4a be stricken from the agenda

since the application had been withdrawn. There being no additional changes Mr.

Burdett made a motion to approve the agenda as amended. Mr. Tillett seconded themotion. The motion passed with a vote of 7-0.

Mr. Craig asked if there were any changes to the minutes of September 16, 2014. Mr.

Burdett requested "SRP150001" be added after the words "New Business" on page 4 line

175 and that line 177 be deleted allowing the text on line 178 to follow the word "stated"

on line 176. On page 6 line 262 add the word "meeting" after the word "Commission".

There being no additional changes Mr. Burdett made a motion to approve the minutes as

amended. Mr. Noell seconded the motion. The motion passed with a vote of 7-0.

Mr. Craig asked if there any changes to the minutes of October 21, 2014. Mr. Burdett

requested the word "there" be changed to "their" on page 2 line 57. There being no

additional changes Mr. Tillett made a motion to approve the minutes as amended. Mr.

Huffseconded the motion. The motion passed with a vote of 7-0.

Mr. Craig asked if there were any citizens to speak during the Citizen's Comment Period.

There being no speakers, the Citizen's Comment Period was closed.

Mr. Craig moved to New Business - appointment of Mr. Zody as Secretary to the

Planning Commission. Mr. Huff made a motion to remove Mr. Mark Reeter, County

Administrator as Secretary to the Planning Commission and appoint Mr. Gregg Zody,

Director of Community as Secretary to the Planning Commission. Mr. Burdett secondedthe motion. The motion carried with a vote of 7-0.

Mr. Craig asked Mr. Zody if he chose to make any comments. Mr. Zody stated he looked

forward to living in a beautiful county and working with the Planning Commission and

the Board. Mr. Craig welcomed Mr. Zody to Bedford County on behalf of the Planning

Commission and stated they are looking forward to working with him as the Director of

Community Development.

Planning Commission Minnies 1 11/IS/I 4

Mr. Craig opened the Public Hearing on the text amendments to the Zoning Ordinance

and requested the staff presentation. Mr. Jordan Mitchell noted the proposed

amendments were discussed by the Commission at their work session on October 21,

2014. The proposed amendments are to Article II - Definitions, Article III - District

Regulations - Permitted Use Table, Article IV - Use and Design Standards and Article V

- Development Standards. Additionally staff recommended amending the Permitted Use

Table regarding Industry Type II. The Planning Commission is proposing to add

Industry Type III as a use permissible by special use in the C-2 zoning district. The use

of Industry Type II is a less intensive use than Industry Type HI. Therefore staff

recommends adding Industry Type II as a use permissible by special used the in the C-2

zoning district.

Mr. Craig asked if there were any citizens to speak regarding the proposed amendments.

There being none Mr. Craig closed the public hearing and asked for discussion by theCommissioners.

Mr. Burdett made a motion to recommend approval to the Board of Supervisors of

the Planning Commission initiated Zoning Ordinance text amendments as

presented tonight and reflected in the draft ordinance. Mr. Tillett seconded the

motion.

Voting yes: Mr. Brown, Mr. Burdett, Mr. Huff, Mr. Noell, Mr. Tillett, Mr. Scott

and Mr. Craig

Voting no: None

Motion passed: 7-0

Mr. Craig moved to Old Business and asked Mr. Zody to address the subject of the

Comprehensive Plan. A brief discussion was held regarding the Commission's decision

to remove Chapter 14 Urban Development Areas (UDAs) from the Comprehensive Plan.

Specific discussion regarded the possible impact House Bill 2 could have on future

transportation funding priorities if Chapter 14 is removed from the Comprehensive Plan.

The Planning Commission at their meeting on May 20, 2014 passed a motion to remove

Chapter 14 Urban Development Areas from the Comprehensive Plan.

Mr. Boggess noted he had received an email regarding the proposed zoning of a parcel on

the Future Land Use Map (FLUM). The 185 acre parcel is reflected on the FLUM with

two zoning districts going through the middle of the parcel. One side of the property

would be zoned residential and the other side to be rural residential. The owners want to

put a conservation easement on the property and are requesting the entire parcel be

reflected rural residential on the FLUM. The consensus of the Commission was for staff

to make the adjustment on the draft FLUM.

Mr. Zody stated a proposed date for the public hearing on the Comprehensive Plan would

be January 20, 2015. Mr. Craig asked which would be better, a joint meeting with the

Board of Supervisors or the Board and the Planning Commission to conduct separate

public hearings on the draft Comprehensive Plan? Mr. Boggess noted a joint meeting

Planning Commission Minutes 2 11/18/14

with the Board of Supervisors could be a possibility; however he wants to review the

state code prior to a final decision being made regarding the public hearing(s).

Mr. Scott asked Mr. Robinson the reason given by Forest Cloverhill Investments for the

withdrawal of their rezoning application. Mr. Boggess responded with an explanation for

the application withdrawal.

There being no additional business, Mr. Scott made a motion to adjourn. Mr. Noell

seconded the motion. The meeting was adjourned by consensus at 7:37 pm.

Respectfnlly submitted,

Gregg Zp/iy^S^cretary

si

Approved by:

Jerry Craig\ Chairman

Planning Commission Minutes 11/18/14

Bedford Franklin Regional Rail Initiative (BFRRI) Meeting of November 24, 2014

Minutes

I. The meeting, held at the Bedford Town Conference Room, was called to order at 9:10 AM.

II. Attendance: a. Present (Newest members were introduced and welcomed)

i. Charles Kolakowski –Chair ii. Brian McCrodden - Private citizen

iii. Susan Martin – Bedford Regional Chamber of Commerce iv. Vicki Gardner – Smith Mountain Lake Chamber of Commerce v. Steve Stevick – Private Citizen

vi. Harry Leist - Bedford Business Representative vii. Curry Martin – Member, Board of Supervisors, Bedford County

viii. Becky Oconnor Wuergler – Bedford Business Representative b. Invited but absent Absent

i. Mark Reeter – Bedford County Administrator ii. Bill Piatt - Private Citizen

iii. Bob Camicia – Member, Board of Supervisors, Franklin County iv. Scott Murphy – Bedford Business Representative

c. Guest – Shannon Valentine III. Minutes of the Prior Meeting: A draft of the minutes of the prior meeting

and were accepted as presented. IV. Shannon Valentine: Stevick introduced Ms. Valentine, noting Ms.

Valentine (SV), is a member the Commonwealth Transportation Board (CTB), which is charged with establishing the Commonwealth’s transportation system. SV represents the Lynchburg area on the CTB. Stevick noted the CTB channels its support of transportation through the Rail Enhancement Fund which supports improvements for passenger and freight rail transportation throughout Virginia.

In her comments, SV stressed the importance of: a. meeting the standards of HB 2, a multiyear Commonwealth

transportation plan which identifies the prioritization process for allocating funds, naming as priority standards Economic Development, Congestion (connectivity), Safety Accessibility, and the environment.

b. anticipating concerns from the broader business community, which among other things is concerned about multiple stops of passenger lines.

c. identifying the track improvements and passenger platform standards required by DRPT.

c. developing the case that a rail stop which significantly improves tourism, that is, how important tourism is to Bedford now and how a

rail stop will improve tourism (SV offered to help contact Rita McClenny, Director of Virginia Tourism Corporation)

d. establishing a working relationship with Norfolk Southern (SV would help contacting Bruce Wing?)

e. putting together a complete package of station site, business plan, and community support before soliciting support of elected representatives.

SV concluded her comments by offering to assist the Town of Bedford and Bedford and Franklin Counties in their effort to create a plan to establish a regional passenger rail stop in the Town of Bedford.

V. BFRRI Organizing for action. After discussions, BFRRI agreed to the following actions: a. Political Action Committee (Curry Martin, Charlie Kolakowski and

Mark Reeter) to cultivate support from Steve Newman, Kathy Byron and T. Garrett Scott, possibly by soliciting support from Lacey Putney)

b. Economic Development (Vicki Gardner, Susan Martin and Bill Piatt) to; 1) collect existing studies pertaining to tourism in Bedford County and additional business opportunities to benefit from a Bedford rail station, 2) Examine tourism reports of VA counties where tourism is a significant part of the county’s economic plan (here SV offered to facilitate contact with Rita McClenny, VA Director of Tourism), and, 3) Gather input from existing businesses in Bedford on how a station would impact their operation.

c. Rail Liaison Committee (Brian McCrodden , Harry Leist and Charlie Kolakowski) to research the standards applicable to the siting of the rail station and prepare a comparison thereof.

Members of the BFRRI were invited to become active with the committees they provided, noting that the most important work of the BFRRI effort will be carried out by the committees between BFRRI meetings. Also, the Boards of Supervisors and Town Council were encouraged to schedule monthly reports to the full board on the progress of the train station effort.

VI. The BFRRI agreed to hold the next full meeting on Friday, January 23, 2015 at the Bedford Town conference room. The meeting will be held at 12 noon and combined with lunch.

VII. There being no further business, the meeting was adjourned.

GOVERNOR’S TASK FORCE

FOR LOCAL GOVERNMENT MANDATE REVIEW

INTERIM REPORT TO THE GOVERNOR

December 10, 2014

December 10, 2014

Dear Governor McAuliffe:

I am pleased to submit for your review this interim report of the Governor’s Task Force for Local

Government Mandate Review. We held our first meeting on October 23rd and determined our most

urgent task was to highlight key recommendations for your consideration as legislative priorities during

the 2015 General Assembly Session. These priorities were compiled with input from the Virginia

Municipal League, the Virginia Association of Counties, the Virginia Association of School

Superintendents, and by reviewing earlier recommendations from the prior membership of the Task

Force.

During the upcoming year, we intend to develop a strategy to focus on critical areas affecting the state‐

local government relationship and ways to reduce the regulatory burdens that localities face. We also

look forward to building upon a successful practice developed by our predecessors on the Task Force –

specifically, we intend to continue focusing on agencies and subject areas for roundtable discussions

with local officials.

Thank you for providing us the opportunity to improve the relationship between the Commonwealth

and its local governments. We look forward to developing additional recommendations, and will

provide you with periodic progress updates.

Sincerely,

Wyatt Shields

Chairman

MEMBERS OF THE

TASK FORCE FOR LOCAL GOVERNMENT MANDATE REVIEW

Wyatt Shields, Chair

City Manager, City of Falls Church

The Honorable Mimi Elrod, PhD, Vice‐Chair

Mayor, City of Lexington

The Honorable George Wallace

Mayor, City of Hampton

Gary Larrowe

County Administrator, Carroll County

Marcus Newsome, EdD

Superintendent, Chesterfield County Public Schools

INTERIM REPORT OF THE TASK FORCE FOR LOCAL GOVERNMENT MANDATE REVIEW

December 10, 2014

INTRODUCTION

For the 2015 Virginia General Assembly session, the Governor’s Task Force for Local Mandate Review

has identified several priorities for the Governor and legislature to consider. These recommendations

generally fall into three themes: (1) protecting local government revenue sources; (2) discouraging the

practice of shifting State financial responsibilities onto local governments; and (3) implementing

legislative process improvements to better inform the legislature and administration of the impacts of

proposals on localities. With respect to specific programs and financial practices, we have identified

actions that have over time shifted funding responsibilities from the state to localities that currently cost

at least $100,000,000 annually.

We respectfully request consideration of the following priorities:

1. Protect local government authority to raise revenue

Over the past several years, many proposals have been advanced to the legislature to overhaul certain

local taxes or to exempt certain classes of real estate from taxation. These measures generally do not

have any impact to the Commonwealth’s finances, but can have a significant impact on local

government revenues.

The intent of these measures varied, as some were intended to create statewide uniformity among local

taxes, while some provided general tax relief, and some provided tax relief to a specified class of entities

or individuals. Examples of these measures include:

Real Property Tax Exemptions. For many years, local governments have had the option to provide real

estate tax exemptions for the primary residence of elderly and disabled persons, although recipients of

the exemption must meet income and net worth restrictions. Following a constitutional amendment

passed in 2010, localities were required to exempt primary residences owned by disabled veterans (and

their spouses) from real estate taxation, and again in 2014, the Constitution was amended to extend

such an exemption to the primary residence of individuals whose spouses were killed in action. These

exemptions that began in 2010 and 2014 have no limitation on the beneficiary’s income or net worth.

Because Virginia’s military presence is concentrated in Hampton Roads and Northern Virginia, these tax

exemptions will impact localities in these regions more than in other parts of the State.

Business Taxes. The Business Professional and Occupational License (BPOL) Tax has been subject to

criticism from certain business sectors in recent years. The business community contends that the tax is

unfair because it is assessed on gross receipts instead of net income (profits), penalizing businesses that

Task Force for Local Government Mandate Review December 10, 2014

2

generate little or no profit in a given year. A Joint Legislative Audit and Review Commission (JLARC)

report in 2013 revealed that if the tax were based upon profits instead of total receipts, localities would

have to raise the tax rate by 40% in order to remain revenue neutral, essentially shifting all of the tax

burden to profitable businesses. JLARC’s report also found that administering the tax if it were based on

net income would be expensive, and most beneficial for larger businesses, retailers, and those with little

to no profit. Two other taxes, the Machinery and Tools Tax (M&T) and the Merchant’s Capital Tax are

property taxes that are also frequently cited as a hindrance for business expansion.

Altogether in FY 2013, BPOL, M&T and Merchant’s Capital taxes generated $930,156,159 for cities and

counties, or 5.14% of total local source revenues to cities and counties. Only one locality –

Rappahannock County – reported no FY 2013 revenues from any of these sources.1

Religious Institutions. In recent years, proposals have been advanced to limit a locality’s ability to

charge fees to religious institutions. While religious institutions have long been protected from local

property taxes, they are subject to fees assessed by local governments for services provided. Unlike

taxes, fees are charged to cover the cost of a specific service rendered, such as water service, or for the

review of a building permit application. More recently, localities have begun to create stormwater

utilities, which charge an annual fee based upon the area of impervious surface on a property, to help

the locality address drainage and water quality issues. Limiting a locality’s ability to assess fees for a

specific service requires a locality to recoup the cost of the service provided elsewhere, through higher

fees for other users, service reductions or using tax revenues.

RECOMMENDATION: No further legislation should be passed that erodes the revenue generating

potential of localities in Virginia and the General Assembly should consider repealing prior actions that

have impacted the revenue generating potential of localities. If the Commonwealth wishes to extend

tax incentives to certain classes of individuals or entities, it should first consider doing so using its own

revenue streams. If that is not possible, all efforts should be made so that the impact is revenue‐neutral

to local governments. The fiscal impact of any additional restriction of local government taxation

authority should be studied when considering such actions.

2. Eliminate the State capture of local fines and fees

The 2012 General Assembly altered how fines and fees assessed on local ordinances were transferred

from local courthouses to the locality’s coffers. In the past, when a fine or fee was paid at the

courthouse for a violation of a local ordinance, those funds were deposited with the locality. Beginning

in FY 2013, all fines and fees collected by local courts would be deposited to the state’s General Fund,

and the state would then distribute the local fines and fees monthly to each locality. The state also

would begin keeping one‐half of local fines and fees that are in excess of 50% of the total state and local

collections within a city or county. The justification for this practice is that some localities were writing

citations on local ordinances rather than state laws, in effect siphoning money that otherwise would

have gone to the state’s Literary Fund, although the origins of this practice appear to also be intended to

discourage localities from setting up speed traps on highways. All localities are affected by this practice

1 Auditor of Public Accounts. Comparative Report of Local Government Revenues and Expenditures for the Fiscal Year Ended June 30, 2013.


3

because funds must make a circuitous route through State coffers before the locality receives it. It is

noteworthy that all of the localities that have had funds retained by the State have populations under

30,000. Some of these localities have been impacted only because they

do not have regular State Police patrols, which causes the number of

citations written on local ordinances to be greater than in other localities.

This practice unfairly burdens smaller localities, and can discourage

localities from enforcing highway safety laws.

A report by the State’s Inspector General found no justification for this

new procedure, but rather found that the Literary Fund balance had

been negatively impacted by increased expenditures, not decreased fine

and fee revenue. The Attorney General also has opined that fines and

fees are local revenues, and as such are not constitutionally required to

be deposited into the Literary Fund.

RECOMMENDATION: Eliminate the current system of sweeping local

fine and fee revenue into State coffers, and eliminate the capture of

“excessive” fines and fees. At a minimum, the threshold for withholding

revenues should be raised so that no localities would have funds retained

by the State.

3. Eliminate the return of local aid to the state

Beginning in FY 2009 and through FY 2013, cities and counties were required to return $270,000,000 in

state aid to the Commonwealth as a measure to close budget shortfalls. As part of spending reductions

for the current biennium, an additional $60,000,000 must be returned during FY 2015 and FY 2016.

When this practice was implemented, it was intended to provide

localities flexibility to choose which state‐assisted programs would be

impacted by cuts, rather than having the legislature cut support for

specific programs. Unfortunately, no corresponding relaxation of

regulations or standards for the locally‐delivered state programs was

provided, and the localities must make up for the loss in funding either

through service reductions or using local revenue.

RECOMMENDATION: Eliminate the requirement for localities to return

a portion of their state aid each year in order to balance the State’s

budget. When a budget shortfall is encountered, ineffective tax

preferences should also be considered as expenditures that could be cut

to balance the budget.

Local Aid Returned to the Commonwealth

FY09 $50 millionFY10 $50 millionFY11 $60 millionFY12 $60 millionFY13 $50 millionFY14 $0FY15 $30 million*FY16 $30 million** planned

Source: Appropriation Acts

Local Fine and Fee Revenue Retained by the

Commonwealth

FY 2013 $261,972FY 2014 $275,997FY 2015 $200,512

Locality Impacted

Population(2010)

Emporia 5,927Falls Church 12,332Fairfax 22,565Hopewell 22,591Dinwiddie Co.** 28,001Greensville Co* 12,243Sussex Co.** 12,087* impacted only in FY 14 & FY 15 ** impacted only in FY 11 Source: US Census and Auditor of Public Accounts


4

4. Fully fund the Line of Duty Act Program

The Line of Duty Act provides benefits to public safety employees, or

their survivors, should they die or become disabled in the line of duty.

The primary benefit until 2000 was a cash payment; however at that

time benefits were expanded to include health insurance benefits for

disabled persons, their spouses and dependents, and the spouses and

dependents of the deceased. This additional benefit increased the cost

of the program significantly. All of the benefits for this state‐created

program were paid for with state funds until FY 2012.

After FY 2012, the state no longer provided funding to insure local public safety employees, so local

governments were then required to pay the premium for this coverage to the State, or opt out and seek

similar coverage on their own. As of FY 2013, the statewide cost to localities to provide these benefits is

estimated to be $9,727,000 annually.2 The state instituted these benefits, and expanded the benefits

over time, making the program more costly. Now that the cost has become too great for the State, the

cost, as well as the associated liability to payout claims, has been shifted to local governments.

Benefit eligibility for this program is administered by the State Comptroller, and it has been suggested

that the Virginia Retirement System may be better suited to provide this service. A two‐year JLARC

study, the first part of which is to be released on December 8, 2014, should provide direction on how to

more efficiently manage this program.

RECOMMENDATION: Return the funding responsibility of this program to the State and closely review

JLARC’s December 8, 2014 report for potential efficiencies and implement as appropriate.

5. Fully fund the Health Insurance Credit for Retired Teachers

In 1998, the Commonwealth began offering a health insurance credit to

teachers as part of their retirement package, and this benefit was 100%

funded by the Commonwealth. In 2002, the state could no longer fully

fund this benefit, and today localities pay about 64% of the cost, with the state paying the remainder.

This translates to an approximately $73 million cost for localities, and is even higher when considering

that any 100% locally funded positions are not included in this estimate. Also an estimated $1.2 billion

of liabilities are associated with this credit, which will appear on the balance sheets of Virginia’s local

governments and could potentially affect borrowing power.3

RECOMMENDATION: For the 2016‐2018 biennium, return the funding responsibility for this

employment benefit to the State, as it was a State initiative until the cost was shifted to local

governments.

2 JLARC Study. 3 Virginia Municipal League staff estimate.

Estimated FY13 Cost to

Localities: $9,727,000

Projected Statewide Cost

(state & localities):

FY15 $15.7 million FY24 $34.1 million

Source: JLARC

Estimated Annual Cost to

Localities: $73 Million +


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6. Reinstate the First‐Day Introduction requirement for local fiscal impact legislation

One of the consequences of Virginia’s relatively short General Assembly sessions is the fast pace at

which legislation makes its way through the legislature once it is introduced. This can make it difficult

for stakeholders such as local governments, as well as the public at‐large, to stay on top of legislation

that can have serious impacts. When the legislature approves bills that increase a locality’s

expenditures, or reduce their revenues, localities are forced to respond by increasing taxes and fees, or

by reducing services.

From 1995 through 2010, any proposed legislation that would potentially impact localities by causing a

net additional expenditure or a net reduction in revenues was required to be introduced no later than

the first day of the General Assembly session. This provided sufficient time for localities and affected

interest groups to analyze the legislation for any fiscal impact before the bills were heard in committee.

In addition, the Commission on Local Government drafts fiscal impact statements on these bills, which

requires several days for localities to provide fiscal data to the commission. These fiscal impact

statements are prepared so that legislators can make informed decisions when the bill is in committee.

In 2010, the legislature eliminated the requirement for these bills to be filed early, along with the same

requirement for bills proposing sales tax exemptions, claims against the state, and increased terms of

imprisonment. Only bills affecting the Virginia Retirement System are still required to be filed early.

Under the current procedure, a bill with a local fiscal impact can be filed until the tenth day of session.

During a short session, the house of introduction must have completed action on bills for crossover by

the 28th day of session. This constrained timeframe leaves little time for the referral of the bill to the

commission, to engage its volunteer localities for data, and to compile the responses. During short

sessions, it is not uncommon for the fiscal impact statement to be completed the day before it goes to

committee.

RECOMMENDATION: Amend Section 30‐19.03 of the Code of Virginia to require proposed legislation

that may have a fiscal impact on localities to be introduced no later than the first day of session.

At a regular meeting of the Board of Supervisors of the County of Bedford, Virginia held at the Bedford County Administration Building on the 12th day of January, 2015, beginning at 7:30 p.m.:

Supervisor made a motion to go into Closed Session pursuant to §2.2-3711

(A) (3), Discussion or consideration of the acquisition of real property for a public purpose, or of

the disposition of publicly held real property, where discussion in an open meeting would

adversely affect the bargaining position or the negotiating strategy of the public body. ------------

Supervisor made a motion to go back into regular session.

------------

WHEREAS, the Bedford County Board of Supervisors has convened a Closed Meeting, pursuant

to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of

Information Act; and

WHEREAS, §2.2-3712 of the Code of Virginia requires a certification by the Bedford County

Board of Supervisors that such closed meeting was conducted in conformity with Virginia Law.

NOW, THEREFORE BE IT RESOLVED, that the Bedford County Board of Supervisors does

hereby certify that, to the best of each member's knowledge, (i) only public business matters lawfully

exempted from open meeting requirements by Virginia law were discussed in the closed meeting to which

this certification resolution applies, and (ii) only such public business matters as were identified in the

motion convening the closed meeting was heard, discussed or considered by the Bedford County Board of

Supervisors.

MEMBERS: VOTE:

Bill Thomasson

Curry W. Martin

Steve Wilkerson

John Sharp

Steve Arrington

Annie S. Pollard

Tammy Parker

Rural Caucus Reception and Dinner Richmond Marriott at 5:30 p.m.

February 4, 2015 Registration Form

Name

Title

County

Mailing address

Phone number FAX number E-mail

My guest’s name is

Total enclosed _____________________________ ($60/dinner per person)

Please check here if you desire a vegetarian dinner □ Guest dinner □

Charge options: ______ VISA ______ American Express ______ MasterCard

Card No. Expiration date

Print cardholder’s name (as it appears on the card)

Authorized Signature

Register today by faxing this completed form with credit card information to: 804.788.0083 or mail this form with a check to: VACo, 1207 East Main Street, Suite 300, Richmond, VA 23219-3627. Hotel Information Officials who need to stay overnight at the Marriott can get a special room rate of $113. For reservations, call 1.800.228.9290 by January 14, 2015 with the following code: VACo Legislative Day. Refund Policy Requests for registration refunds are honored if received by 10 a.m. on January 27, 2015. However, substitutions are accepted at any time.

Questions? Please call 804.788.6652

The Virginia Association of Counties invites county officials to VACo County Government Day on February 5 at the Richmond Marriott.

VACo staff will report on legislation affecting local governments, then county officials are encouraged to go to the Capitol to participate in committee meetings and lobby state legislators. In the evening, county officials are strongly encouraged to invite their state legislators to dinner. Please invite them soon.

To register, mail this form by January 14, 2015 and a check (payable to VACo) for $40 per person to: VACo, 1207 East Main Street, Suite 300, Richmond, VA 23219-3627. VACo’s fax number is 804.788.0083.

Officials who need to stay overnight at the Marriott can get a special room rate of $113. For reservations, call 1.800.228.9290 by January 14, 2015 with the following code: VACo Legislative Day.

Refund Policy: Requests for registration refunds are honored if received by January 14, 2015. However, substitutions are accepted at any time. For more information, call VACo at 804.788.6652.

9 a.m. VACo Board of Directors’ meeting 11 a.m. RegistrationNoon Keynote Speaker | VACo staff legislative briefings (box lunch provided)Afternoon Visit Capitol and lobby legislatorsEvening Make plans to take your state legislators to dinner

The following people will attend VACo County Government Day on February 5, 2015. Accompanying this form is a check for $40 per person or a charge authorization.

Charge options: ____American Express ____MasterCard ____VISA

Card number:_______________________________________Expiration date:______________________

Cardholder’s name______________________________________________________________________ Authorized signature_____________________________________________________________________

Name__________________________________________Title____________________________________

Name__________________________________________ Title____________________________________

Name__________________________________________ Title____________________________________

Name__________________________________________ Title____________________________________

Mailing Address__________________________________________________________________________

County/City/Town Organization______________________________________________________________

Phone_________________________E-mail___________________________________________________

Special Accommodations__________________________________________________________________

VACo County Government Day 2015Join us

February 5

Virginia County Board Chairpersons’ InstituteFebruary 6-7, 2015

Richmond Marriott500 East Broad Street, Richmond, VA 23219

Lodging: Officials who need to stay overnight at the Marriott can get a special room rate of $113. For reservations, call 1.800.228.9290 by January 26, 2015 with the following code: VACo Legislative Day.

Enrollment: Institute enrollment will be limited to about 25 participants.

Institute fees: The cost is $295 per person. Lodging costs are not covered in the fee. There will be no part-day registrations.

Registration: To register, complete and return this form along with the $295 fee, made payable to VACo. Click here for online registration. The registration deadline is January 26, 2015. Advance registration is required and enrollment is not guaranteed until the registration fee is paid.

Refund Policy: Requests for registration refunds are honored if received by January 26, 2015. However, substitutions are accepted at any time. For more information, call VACo at 804.788.6652.

Name____________________________________________________________________________

County____________________ Phone___________________ E-mail_________________________

Mailing Address____________________________________________________________________

_________________________________________________________________________________

Payment Method: Check___ VISA___ American Express___ MasterCard___

Card Number___________________________________________ Expiration Date______________

Card Holder’s Name________________________________________________________________

Authorized Signature________________________________________________________________

Please return to VACo with payment by January 26, 2015: 1207 East Main Street, Suite 300, Richmond VA 23219-3627. Credit card payments may be faxed to 804.788.0083.

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