AT THE REGULAR MEETING OF THE RAPPAHANNOCK COUNTY BOARD OF SUPERVISORS HELD ON THE 7th DAY OF DECEMBER, TWO THOUSAND AND NINE AT TWO O'CLOCK P.M. AT THE COURTHOUSE IN WASHINGTON, VIRGINIA

Present	Present	Absent
Robert P Anderson, Chm. Ronald L Frazier, V-Chm. S. Bryant Lee Roger A Welch Edward D. Wayland	John McCarthy, Co. Adm. Peter H. Luke, Co. Attorney Diane Bruce, Clerk	None

Chairman Anderson called the meeting to order. All members were present.

MINUTES: On motion of Mr. Lee, seconded by Mr. Welch, the minutes of the November 2, 2009 meeting were unanimously approved. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

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

PRESENTATIONS:

Dorothy Butler Retirement: Brian Duncan, Executive Director of Rappahannock-Rapidan Community Services Board, recognized Mrs. Butler, who served four years on the CSB Board, with a retirement plaque. Mrs. Butler was not present. Roberta Anderson accepted the plaque on her behalf and acknowledged Mrs. Butler's many contributions.

Robert P. Anderson Day: By unanimous consent, Chairman Anderson relinquished the chairmanship to Vice-Chairman Ronald Frazier who distributed a resolution entitled "Robert P. Anderson Day, January 1, 2010" and moved the Board to revise the agenda to consider the resolution. The motion was seconded by Mr. Lee and unanimously approved. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

Whereupon the Resolution was read into the record by John McCarthy, who also presented the Chairman a clock with a plaque engraved with the dates of Chairman Anderson's 20 years of service. The resolution was unanimously approved on motion of Mr. Welch, seconded by Mr. Lee. (See Exhibit A attached hereto and made a part of these minutes.) The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

Mr. Anderson graciously accepted the clock and resolution and expressed appreciation for the opportunity to serve the citizens of Rappahannock County and to have worked with all Board members.

Edward Wayland: This meeting was also Mr. Wayland's last meeting prior to retiring from the Board at the end of the year and he, too, expressed appreciation for the opportunity to serve. Mr. Wayland was presented with a jewelry box with a plaque engraved with the years of his service on the Board.

BUILDING TRADES STUDENTS, RCHS: The students and their instructor, Scott Schlosser, were present at the meeting and were recognized and thanked for having built the Visitor's Kiosk at the Avondale house adjacent to the county library.

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

Building Trades Students: These students earned a gold medal at the state level for a teamworks project last March.

Scam Alert: Information has been circulating that the DARE program is being phased out. That information is incorrect.

Retiring Board Members: Dr. Chappell offered thanks and appreciation to both Mr. Anderson and Mr. Wayland.

PUBLIC COMMENT:

Art Candenquist expressed appreciation to Mr. Anderson and Mr. Wayland for their service on the Public Safety Committee and reminded the Board that the next quarterly meeting will be on January 11, 2010.

Aline Johnson (Piedmont) offered thanks personally and on behalf of the School Board to Mr. Anderson and Mr. Wayland for their support to schools.

John Tole (Stonewall-Hawthorne), Phil Irwin (Wakefield) and Tom Junk (Piedmont) all thanked retiring members Robert Anderson and Edward Wayland for their years of public service.

Tom Junk (Piedmont) objected to spending public funds for development and operation of a Visitor's Center because there is an offer of a free facility. He further asked the Board to cut the county-funded portion of the budget of every county office and department by 2.5%.

Elizabeth Lee and Kathie Christie submitted letters relating to a Visitor's Center. (Filed with the papers of this meeting.)

There being no others who wished to comment, the Chairman closed the Public Comment section of the agenda.

VDOT Report: David Cubbage, Residence Administrator, reported:

Route 729 Bridge: This project is now fully funded for permanent work. A public hearing will be held in April at another location. The streambank restoration project just completed by the Culpeper Soil and Water Conservation District will be protected during the construction.

Sperryville Speed Limit: At the request of Mr. Wayland, a speed study will be conducted on Route 522 from the intersection with Route 231 to the corner in Sperryville.

Fodderstack Road: Mr. Welch reported that the 35 mph speed limit sign on this road prior to its intersection with Route 522 in Flint Hill is missing and should be replaced.

Monthly Report: The November 9, 2009 VDOT report is filed with the papers of this meeting.

OLD BUSINESS:

Arts, Cultural, Tourism Zones, Tax Increment Financing: No report at this time. Tabled on motion of Mr. Frazier, seconded by Mr. Welch and the unanimous vote of the Board. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

Appropriation to Fire Services Fund: Expenditures were made at the August 2009 meeting for emergency repairs for the Sperryville Fire Department ($20,000) and Washington Volunteer Fire and Rescue Department ($9500); however funds were not appropriated to the Fire Services Fund at that time.

On motion of Mr. Lee, seconded by Mr. Wayland, the Board voted unanimously to appropriate $29,500 to the Fire Services Fund. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

NEW BUSINESS:

Route 640, Rural Rustic Road (RRR) Designation: VDOT recommends placing Route 640 into the RRR program. Doing so should resolve the issues of speed and paving, both having been topics previously discussed. This designation is modeled closely to the program previously known as the "pave-in-place" program, which allows paving narrow roads without having to acquire additional right-of-way. It also limits the speed to 35 mph.

On motion of Mr. Frazier, seconded by Mr. Lee, the Board voted unanimously to adopt the resolution designating Route 640 between Routes 211 and 729 as a Rural Rustic Road. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None. (See Exhibit B attached hereto and made a part of these minutes.)

Budget Amendment, Civil War Trail Markers: These funds, 75% of which came from VDOT, were appropriated in FY2008 but carried over as unspent.

On motion of Mr. Lee, seconded by Mr. Wayland, the Board voted unanimously to amend the FY2010 budget as listed hereinbelow. No new local dollars are included. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

Civil War Trail Markers: Add $2000.00 to line item 8503-1003.

Add $2500.00 to line item 8503-7008.

Add $35,000.00 to line item 8503-7009.

HVAC Engineering Contract Award: Fourteen fully compliant bids were received. Four firms were interviewed. The Committee recommended that the contract be awarded to Simmons Rockecherlie and Prince (SRP). On motion of Mr. Welch, seconded by Mr. Lee, the Board voted unanimously to authorize awarding the contract to SRP in an amount up to $15,000. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

Wastewater Easement to Town of Washington: Mr. Luke explained that the County must give a wastewater easement to the Town of Washington in order for the old Methodist Church (Tax Map 20A-1, Parcel 114, owned by the county and more recently known as Ki Theatre and now occupied by RAAC) to be connected to the Town's wastewater system. The proposed ten-foot easement would also allow the Historical Society and the telephone company lines to cross the county's property in order to connect into the 6-inch main. There will be a $7500 one-time hookup fee to the grinder pump that will be located adjacent to the County Administrator's Office. The easement, which will benefit the two other properties, is at no additional cost to the county and will result in no diminution in value of county property.

On motion of Mr. Wayland, seconded by Mr. Lee, the Board voted unanimously to authorize the County Administrator to execute the 10-foot easement to the Town of Washington as described above. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

Supplemental Appropriation, Fire Services Fund: The Fire and Rescue Association has received a grant for notebook computers for all EMS transports. The computers allow internet connection and downloading data. No local funds are involved.

On motion of Mr. Lee, seconded by Mr. Welch, the Board voted unanimously to appropriate grant funds in the amount of $32,056.65 to the Fire Services Fund, line item 5604 and to authorize payment of the bill for the computers. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

APPOINTMENTS: None

CORRESPONDENCE:

Letter from Shenandoah National Park (SNP) thanking the county for the $1000 contribution to the Park's 75th Anniversary celebration.

INFORMATION: (documents filed with papers of meeting)

(1) Building Office Report: Total construction from October 22, 2009 to November 21, 2009 was $1,367,390.00. Year to date totals: (See papers of meeting for additional detail.)

Year to date totals:	2008	2009
New Home Construction	33	19
Commercial Buildings	3	1

(2) Statement of Economic Interest: Reminder that each member of the Board must submit his statement prior to January 15, 2010. New Board members must submit their statements prior to the end of the year.

ACCOUNTS: On motion of Mr. Lee, seconded by Mr. Wayland, the Board voted unanimously to approve accounts payables dated December 7, 2009. The vote was recorded as follows: AYE: Anderson, Lee, Welch, Wayland, Frazier. NAY: None.

3:00 p.m.

EXECUTIVE SESSION: On motion of Mr. Welch, seconded by Mr. Lee, the Board voted unanimously to retire into executive session pursuant to Virginia Code §2.2- 3711A.(1) to discuss the salary of public officers, appointees or employees and (¶8) to consult with legal counsel employed by the Board of Supervisors regarding specific legal matters requiring the provision of legal advice. The subject matter of the closed meeting will be personnel reassignment and the Aileen Property. The following roll-call vote was taken: AYE: Anderson, Welch, Wayland, Lee, Frazier. NAY: None.

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

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, Lee, Frazier. NAY: None. (Motion and certification filed with papers of meeting.)

There being no further business, the meeting adjourned at 3:30 o'clock p.m.

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Robert P. Anderson, Chairman