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09-27-1979 MinutesBOARD OF SUPERVISORS MINUTES September 27, 1979 Supervisors in Attendance: Mr. E. M~rlin O'Neill, Sr., Chairman Mrs. Joan Girone, Vice Chairman Mr. J. Ruffin Apperson Mr. C. L. Bookman Mr. R. Garland Dodd Mr. Nicholas M. Meiszer County Administrator Staff in Attendance: Mr. James Edmondson, Director of Central Accounting Mr. Phillip Hester, Director of Parks and Recreation Mr. Steve Micas, Co. Attorney Mr. Lane Ramsey, Budget Dir. Mrs. Girone called the meeting to order at the Courthouse at 2:15 p.m. in the absence of the Chairman. Mr. Meiszer stated the reporting format for the parks and recreation project had been revised to indicate each project, the status of work completed, the funds expended, the funds remaining, and any changes made to the project. stated it had also been reorganized by district. He Mrs. Girone inquired why only $1,700,000 was shown for the Midlothian District when $2,000,000 had been approved. Mr. Ramse~ indicated the 20% contingency account had the other portion. She indicated she did not think this should be recorded that way and all Board members indicated the contingency from each district should be indicated under the district rather than in a separate account listed as contingency. There was some discussion as to who had the authority to change projects in the districts. It was generally agreed that a Board member could change the scope of the project in his area within the funds allocated for said district with the understanding that the action will come before the Board for actual approval. It was indicated that the full Board would not contradict the wishes of another supervisor for his area but the funds were allocated to certain projects and the full Board had to reallocate the money involved. Mr. Meiszer stated that each project will have its own sheet and will be updated monthly. It was generally agreed that Phases I, II and III should be indicated by years 1 2 and Mr~ Hester stated the Parks and Recreation Department had between 25-30 projects underway at this time, some from years 1, 2 and 3. He stated he needed direction from the Board as to which projects were priority items. Mr. Bookman indicated that the most population is in Clover Hill as well as Midlothian and perhaps they should have some priorities first. Mr. O'Neill indicated that no matter where the population was, the people were having to travel to one area or another to use the facilities whether it was the people in the north coming south or the south going north. Mr. Bookman stated that the school system is not keeping their part of the agreement with the recreation facilities in that they are not checking with the County to see if we need facilities before letting them out to other groups such as the YMCA, especially at Providence and Manchester schools. Mr. Micas stated that the agreement provided that the school needs came first, then the County's and then other groups, if available. Mr. Bookman stated the principals ,~hould be going through one coordinator, namely the Parks and Recreation Department, before letting space and facilities. After further consideration of this matter, it was on motion of Mr. Dodd, seconded by ~. Boo~mmn, resolved that a letter be written 79-449 to the School Board and the Superintendent of Schools stating that the County is not receiving proper consideration in regards to the Parks and Recreation Agreement with the School System for use of facilities and the legal contract is not being adhered to and further the Board requested that a reply be received from the School System as soon as possible. Vote: Unanimous Mr. Meiszer asked that the Board, when adjusting or changing projects, consider the fact that after it has been started it cannot be changed. Mr. O'Neill joined the meeting. Mr. O'Neill stated the Matoaca Senior High School needed to have the tennis courts repaired and he would be glad to participate with the School System in having these fixed because he felt they allowed them to become run down. Mrs. Giron stated that she had borrowed funds from the Matoaca District to construct three tennis courts and asked that these funds be taken from her bond account and be given to Matoaca District. Mr. Board advised Mr. O'Neill about the resolution which was adopted regarding the School System and the contract with the County. Mr. O'Neill stated he felt some of the principals were interpreting the agreement differently than others and that was where the problem was coming from. Mrs. Girone indicated her priority listing was okay except that Bon Air Elementary School could be moved to the 3rd year because of the uncertainty of timing on the school renovation proposal. Mr. Bookman indicated he would like the projects for Manchester High School moved to the second year except for the tennis courts to be lighted the first year; that Rockwood Park could remain for the second year except improve the road the first year; that projects for Providence Junior High could remain for the second year except light one football field the first year; that Reams Road Elementary projects would be first and second year; that projects for Chalkley Elementary be moved to the first year; that Hening Elementary be moved to the first year; that Swift Creek Middle School projects be in the third year with others remaining the same as indicated. Mr. Dodd indicated Bermuda District projects were okay. Mr. O'Neill indicated his projects were okay but added the lighting of three tennis courts and lighting a baseball field at Matoaca Senior High. There was some discussion of possibly obtaining some land as a donation for Dale District and the possibility of obtaining some state funds for park improvements. It was generally agreed to defer further consideration of this matter until some determination had been made on the status of the two possibilities. Mr. Ramsey indicated there was $45,000 for communications that could not come from bond funds. The Board thanked Mr. Hester for doing a fine job in the County. On motion of Mrs. Girone, seconded by Mr. Bookman, the Board went into Executive Session to discuss the acquisition of real property for public purpose as permitted by Section 2 1- 344(2) of the Code of Virginia, 1950, as amended. ' Vote: Unanimous 79-450 Reconvening: On motion of Mr. Dodd, seconded by Mr. Bookman, the Board adjourned at 7:15 p.m. until 11:00 a.m. on October 10, 1979. Vote: Unanimous NiCholas M. Mei~zerJJ County Adminis tratgizz E. Merlin 0 Neill, Sr. Chairman 79-451