AT THE REGULAR MEETING OF THE RAPPAHANNOCK COUNTY BOARD OF SUPERVISORS HELD ON THE 5th DAY OF JANUARY, TWO THOUSAND AND NINE AT TWO O'CLOCK P.M. AT THE COURTHOUSE IN WASHINGTON, VIRGINIA

Present	Present	Absent
Robert P Anderson, Chairman Ronald L.Frazier, V-Chairman Roger A Welch Edward D. Wayland	John McCarthy, Co. Adm. Peter H. Luke, Co. Attorney Diane Bruce, Clerk	S. Bryant Lee

Chairman Anderson called the meeting to order.

RESOLUTION, ANNUAL ELECTION OF OFFICERS:

Chairman Anderson turned the meeting over to John McCarthy, the County Administrator, for election of officers for calendar year 2009, whereupon Mr. McCarthy declared all positions vacant and opened the floor for nominations and elections.

On motion of Mr. Wayland, seconded by Mr. Welch, the Board voted unanimously, of the members present, to re-elect and reappoint each of the officers and members to the same positions heretofore held in 2008 and to close the floor to further nominations. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

Following nominations, on motion of Mr. Welch, seconded by Mr. Frazier, the Board voted unanimously to adopt the Organizational Meeting Resolution, electing officers, making appointments, setting dates, establishing meeting guidelines and memorializing its votes, as set forth in Exhibit A attached hereto and made a part of these minutes. The following roll-call vote was taken.

Aye Nay Absent

Robert P Anderson None S. Bryant Lee

Ronald L. Frazier

Roger A Welch

Edward D. Wayland

MINUTES: On motion of Mr. Frazier, seconded by Mr. Welch, the draft minutes of the December 1, 2008 meeting were unanimously approved. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

AGENDA: On motion of Mr. Welch, seconded by Mr. Wayland, the Board voted unanimously to adopt the amended Final Agenda. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

SCHOOLS: Dr. Robert Chappell, Superintendent of Schools, made the following report:

1) Challenge Index: RCHS ranked 8th of 28 school districts in the DC region in the Washington Post/Newsweek Magazine challenge index.

2) US Senate Youth Program: RCHS student A.J. Collins was one of only two students selected by the Va. State Superintendent to participate this program.

3) Insurance: School Board Finance Committee is meeting with insurance consultants and Anthem Insurance in an effort to obtain better insurance rates.

4) Athletic Field Lights: The Superintendent and Policy Committee are receiving and evaluating suggestions in creating a "use policy" for all field lights.

VDOT REPORT:

The report of David Cubbage, Residency Engineer, follows:

1) Jim Utterback, District Administrator for Culpeper District, was introduced.

2) Budget Reductions: Significant cuts will be made to the 6-year program. Cuts for this year are expected to be $1.5 billion and another $4 billion next year. VDOT is trying to prioritize services but is committed to safety and emergency response.

PUBLIC COMMENT: None.

OLD BUSINESS:

Tourism Initiatives: The county's tourism consultant Laura Overstreet, joined by Jim Offutt representing D&K Design, presented marketing initiatives that emphasize partnering with tourism organizations such as Virginia Tourism Corporation and the Rappahannock Rapidan Commission's Tourism Committee. Their program incorporates online marketing, print advertising and a strong focus on press coverage through various media channels. The goal of the program is to increase overnight and daytrip visitation to the county. Targeted markets include the greater Washington area, other Virginia markets and the Mid-Atlantic region. See papers and CD of powerpoint presentation filed with papers of meeting.

Emergency Communications System--Radios: Chief Carter of the Amissville Fire Department has secured a $312,000 grant for radios for every seated position for all fire equipment for all county departments..

Scrabble School: Change orders to date total approximately $2000. Completion is expected to be in late April.

Landfill Closure: The closure should be complete next month.

Regional Reassessment: Requests for proposals were issued today; the bid deadline is February 5.

Application Fees: Tabled by general consensus until February meeting.

NEW BUSINESS:

ESCO (Energy Service Company) Project - Schools and County Buildings: Mr. McCarthy reported on the Ameresco "Performance Contracting Presentation," regarding energy savings for school buildings and several county buildings. Based on projections for energy savings in nine areas, an in-depth energy audit by Ameresco, not to exceed a cost of $6000-$8000, has been authorized. If the county should choose to authorize any energy improvements as identified, Ameresco guarantees project performance and savings. (See document filed with papers of meeting.)

Rappahannock County Benevolent Fund: This fund, which is privately constituted and administered by three local churches, is designed to help provide a safety net for those who cannot qualify from the various public sources of funding. A private foundation has offered a 2-for-1 donation. The FY09 budget contains $5000 for donations.

On motion of Mr. Frazier, seconded by Mr. Welch, the Board voted unanimously to contribute $2500 to the Benevolent Fund. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

Local Aid to the Commonwealth - Locality Budget Reduction Payment: On motion of Mr. Welch, seconded by Mr. Wayland, the Board voted unanimously to appropriate $55,696.00 to line item 1101-5807 and to authorize a wire transfer in the same amount to the State Treasurer's Account. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

Tax Payments by Credit Card: Mr. Luke explained that Virginia Code §2.2-614.1 authorizes the county to accept payment of taxes, penalties, interest or other amounts owed to the county by check, credit card, debit card or electronic funds transfer. The county is authorized to pass on to the taxpayer any charge made by an intermediary for processing the transaction. Internet payments and electronic fund transfers are possible; security issues are required to safeguard numbers and certain disclosures must be made. No action was taken and by general consensus this matter was continued for further research. (See Memo with papers of meeting.)

Civil War Sesquicentennial: Notices will be sent to the media soliciting applicants to fill volunteer positions on the Sesquicentennial Commission which will be charged with planning and proposing local activities and coordinating with the State Commission overseeing the commemoration. This matter will be considered again at the February Board meeting.

APPOINTMENTS:

Planning Commission: On motion of Mr. Frazier, seconded by Mr. Welch, the Board voted unanimously to reappoint Alvin Henry to a term commencing January 7, 2009 and expiring January 6, 2013. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

Building Appeals Board: William Anderson, Jonathan Monroe and Peter Kreyling were all reappointed to new four-year terms beginning January 1, 2009 upon motion of Mr. Frazier and seconded by Mr. Welch. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

CORRESPONDENCE: (All letters filed with papers of meeting.)

Rappahannock-Rapidan Community Services Board Annual Report: This report is filed with the papers of the meeting.

INFORMATION:

Building Office Report: Total construction from November 22, 2008 to December 21, 2008 was $1,783,150.00. Year to date totals: (See papers of meeting for more detail.)

Year to date totals:	2007	2008
New Home Construction	44	34
Commercial Buildings	9	3

ACCOUNTS:

Upon reviewing the accounts payables, Mr. Frazier made a motion to discontinue the purchase of bottled water for use by employees. There was no second to the motion. This matter will be revisited at the February meeting.

On motion of Mr. Welch, seconded by Mr. Wayland, the Board voted unanimously to approve the Accounts Payables dated January 5 , 2009. The vote was recorded as follows: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

EXECUTIVE SESSION: On motion of Mr. Welch, seconded by Mr. Wayland, the Board voted unanimously to retire into executive session pursuant to Virginia Code §2.2- 3711A.3 to discuss or consider the acquisition of real property for a public purpose or the disposition of publicly held real property, when discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the Board of Supervisors under §2.2-3711A.3 and pursuant to Virginia Code 2.2-3711A.7 to consult with legal counsel or to receive a briefing by staff members or consultants pertaining to actual or probable litigation where such consultation or briefings in open meeting would adversely affect the negotiation or litigating position of the Board of Supervisors. The subject matter of the closed meeting was (1) prospective real property purchase and/or sale and (2) zoning violation enforcement. The following roll-call vote was taken. The following roll-call vote was taken: AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

Open Session: On motion of Mr. Frazier, seconded by Mr. Welch, the Board voted unanimously to reconvene into open session. The following roll-call vote was taken. AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

Certification: The Chairman polled the members of the Board as follows "To the best of your knowledge, do each of you certify that only public business matters lawfully exempted from the open meeting requirements under existing Virginia law, and only such public business matters as were identified in the motion by which the executive meeting was convened, were heard, discussed or considered by the Board in the executive meeting just held?" The following roll-call vote was taken. . AYE: Anderson, Welch, Wayland, Frazier. NAY: None. ABSENT: Lee.

There being no further business, the meeting adjourned at 4:45 o'clock pm.

_________________________________________

Robert P. Anderson, Chairman