Agenda Board of Supervisors Tuesday, July 9, 2024, at 4:00 PM Administration Building Auditorium 414 North Main Street, Madison, Virginia 22727  aion C  Call to Order, Pledge of Allegiance & Moment of Silence Determine Presence ofa Quorum/Adoption of Agenda  Public Comment  Constitutional Officers, County Departments, Committees & Organizations  1. Monthly Reports Consent. Agenda  2. Approve Minutes: 06/11/2024  3. Supplemental. Appropriation #19- - FY241 Use of Funds from Fund 1213. Animal Shelter Donations and Grant  Fund Special Appearances Public Hearing Old Business  3a. FY25 Supplemental. Appropriation #1 - Sheriff Vehicle  4. Rural Rustic Resolutions - Deputy County Administrator a. Whippoorwill Road] Rural Rustic) Resolution #2024-12 b. Emmett Road Rurall Rustic Resolution #2024-13 Walkers Mill Lanel Rural Rustic Resolution #2024-14 d. Turner Drivel Rural Rustic Resolution #2024-15 Radiol Project Update - Deputy County Administrator 7. Committeel Board Update - Deputy Clerk 8. Home Occupation - County Attorney  5. Hoover Ridge Outdoor Recreation Center Update - Deputy County Administrator  New] Business Discussion  9. Trash Disposal Fee Waiver for Taste of thel Mountain Street Festival Deputy County Administrator  10. Burn. Ban Ordinance nformation/Correspondence Public Comment Closed Session Adjourn  2.2-3711(A)(1) for personnel    MADISON COUNTY BOARD OF SUPERVISORS MEETING  Date: Location:  4:001 PM- Tuesday, July 9, 2024 Admin. Building Auditorium, 414N. Main Street  MEETING #26 - July 9th  Atar regular meeting oft thel Board of Supervisors on Tuesday, July 9th at 4:00 PM in the Admin.  Building Auditorium: PRESENT:  R. Clay Jackson, Chairman Carty Yowell, Vice-Chairman Jud Buchanan, Member Dustin Dawson, Member James Jewett, Member Brian Gordon, Deputy County Administrator Hannon Wright, County Attorney Kimberly Turner, Deputy Clerk Jonathon Weakley, County Administrator  ABSENT:  CALL' TO ORDER, PLEDGE OF ALLEGIANCE & MOMENT OF SILENCE Chairman Jackson called the Board to order. Chairman Jackson stated he would like to start with  the Pledge of Allegiance and follow with ai moment of silence. Chairman Jackson advised that a quorum was present.  DETERMINE PRESENCE OF A QUORUMIADOPTION OF AGENDA Chairman Jackson advised the following amendments to the agenda:  FY25 Supplemental Appropriation #1 - SheriffVehicles  Discussion: Burn Ban Ordinance  Supervisor Yowell: made ai motion to approve the agenda as amended, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Chairman Jackson opened the floor for public comment. With there being no public comment CONSTITUTIONAL OFFICERS, COUNTYDEPARTMENTS, COMMITTEES &  PUBLIC COMMENT  being brought forward, thej public comment opportunity was closed.  ORGANIZATIONS 1. Monthly Reports  Economic Development & Tourism: Tracey Gardner, Economic Development & Tourism  Director gave a monthly report and highlighted the following items:  Parade and County Fair next week.    Has the CEDS (Comprehensive Economic Development Strategy) final draft from the Attended both Development and Economic Development Committee meetings. The CVSBDC (Central Virginia Small Business Development Center) was voted most Lakin Cottom, Shear Perfections Beauty Bar LLC, graduated from the Entrepreneurship Workshop put on by CVSBDC and CIC. Sending out grant info for Northern Piedmont Comm Foundation that has al Madison Comm Grant for 501C3s, (Wes Cotten is new Board member there) USDA has grants for Dairy farmers, Virginia' Tourism Corp Microbusiness and more. VATI call on. June 13th at 1:00 pm, still awaiting word on the next VATI grant. Ini full planning mode for both the parade and' Taste oft the Mountains Finalizing ARPA expenses in the State portal. Both grant payments have been made to Revalation and to Hidden Pines. Attending the CVSBDC Advisory Board meeting July 12th. Attending Wine Planning Grant Advisory Board meeting on. July 15th.  RRRC.  GO Virginia Annual meeting was June 27th. productive again in the State.  Supervisor. Jewett mentioned they had their second Economic Development Committee meeting prior to this meeting and stated they are making progress and are discovering new things to pass Finance: Jennifer Warren, Finance. Director, gave ai monthly report and highlighted the In thej process of closing FY24. The finance dashboard will be updated by the next As oft today, revenues for FY24 are at 106%, which is primarily due to interest income. Building & Zoning Department: Jamie Wilks, Director ofl Building & Zoning, gave ai monthly  along.  following items: meeting.  As oftoday, expenses for FY24 are at 96%.  report and highlighted the following items:  Building: Zoning:  Code update training for the new State Building Code has begun. All staff are required to take multiple online or in-person courses related to the 2021 USBC. Ad couple of cases going before the BZA, potential code amendments and a Comp With the recent adoption oft the new ordinance and the new state! E. & S manual, the E. &s S Administrator has attended an online training event related to the new  Plan update, which is all included in the agenda packet.  Erosion & Sediment Control:  handbook. General Information:  Live with the new software, Tyler-Munis  Begin the Building Code Effectiveness Grading Schedule (BCEGSB) process  soon.    Chairman Jackson inquired about the last grade.  The Director of Building & Zoning stated he did not know because it was before his time here at Chairman Jackson inquired how he thought they were doing with building inspections. The Director of Building & Zoning stated he knows they will score better because they have Emergency Medical Services (EMS): Noah Hillstrom, EMS Chief, gave a monthly report and  Madison.  more trained and certified staff. highlighted the following items:  165 calls with a 10-minute average response time. Continuing to help surrounding counties. No units available (NUA) occurred sixteen times. Totaling14 hours, 34 minutes Happened once in. June. EMS has two full-time vacancies. with no success.  Will be tracking when mutual aid comes to Madison.  Personnel:  Advertising for a Paramedic position on Facebook and Indeed for two months  Pharmacy:  Madison EMS has all the required licenses. The pharmacy vending machine has been ordered. Working with the leadership team on policy development. Our go-live date is tentatively set for August 1st.  Community Service: CPR and basic first aid. Department Training:  On6 6/21, Lieutenant McKeen trained the staff and campers at Camp Varsity in EMS and Thel Nest held joint neonatal training on 6/4, 6/5, and 6/10.  - Active threat training was held on 6/14 and 6/15.  Community Paramedic Program:  The MOU with Encompass Community Services and Rappahannock Rapidan Regional Commission to utilize a shared vehicle for community paramedicine home visits until we acquire our own has been fully executed. Installed eight smoke detectors and has submitted ai request for more from the Thei radio identifier CP Medic 11 has been set up with dispatch. Met with Rappahannock County EMS and Rapp at Home personnel to explain the development and details involved in creating our program to assist them int their future development. They were awarded a substantial grant and want to expand  American Red Cross.  their services through a similar care delivery model.  Grants: Working on applying for two grants.    Safe Streets and Roads for All SMART grant Commendation:  Not surei ifthisi is a good choice for Madison but isl looking into it. Acknowledge the exceptional work of our first responders during the evening of 6/13/24. Multiple EMS calls were dispatched beginning at 5:28 pm:  Patient 1 (5:28p): Altered Mental Status Patient 2 (6:01p): Unresponsive Patient 3 (6:21p): Possible Heart Attack  Patient 4 (6:45p): Unresponsive and breathing (REVA mutual aid) MCSO deputies Pollina, Jackson, and Peters were recognized for their quick recognition of cardiac arrest for patient 4 and their prompt deployment ofCPR and an AED. Their actions provided vital care while the ambulance from REVA was responding to Madison. Thej patient's heart began beating again, and they were safely transported to UVA Culpeper Medical Center.  Chairman Jackson inquired why the Safe Street and Roads for All Grant was not good for ChiefHillstrom stated the grant is a theory-based grant and they do not want to make ai request Supervisor Yowell mentioned the issue with finding al Paramedic and inquired ift that was an  Madison.  they know will not work. issue across counties.  ChiefHillstrom stated it is an issue across the United States. There was further discussion regarding hiring efforts. monthly report and highlighted the following items: 911 calls received from landlines: 93. 911 calls received from cellphones: 426. Administrative calls into the center: 1,966 Administrative calls made: 1,101. Calls for service this month: 1,133. Calls for year to date: 7,143. Radio Project:  Emergency Communications: Sean Ferguson, Director of] Emergency Communications, gavea  Total call volume through the Center for the month of. June: 3,593  Dispatcher console training occurred 6/27 and 6/28. Mobile/Portable Train the Trainer anticipated in August. Coverage testing anticipated mid to late August.  Staffing in the Center:  One new hire in training with anticipated academy attendance in December. One trainee completed academy training and should bei released to minimum  staffing within thei month.    One dispatcher vacancy remains, entertaining option to convert position toa a  supervisor to increase oversite.  Chairman Jackson inquired how long training was for dispatchers.  Thel Director of Emergency Communications stated iti is roughly six months to a year before they are cleared to go in a seat. The Director of Emergency Communications explained the Information Technologv: Alan Berry, System Administrator I, gave ai monthly report and  certification requirements and challenges associated with that.  highlighted the following items:  Discussed the lengthy response time for tickets with Tyler-Munis Continuing to work on the password policy update.  Int the agenda packet there is an overview ofwhat the IT Department has done this Rolling out InTune int two weeks and discussed how they plan to notify departments Updated the IT ticketing system on Smartsheet's to create a dashboard that will show  month.  about this process. better metrics.  Gave a quick overview oft the IT ticketing system dashboard.  Supervisor Jewett mentioned the new ticketing system is going to be useful and inquired ift they The System Administrator Is stated they have the personnel policy and mentioned the IT section has room fori improvement. The System Administrator. I stated other than that, he does not  had internal SLA fori internal users.  believe sO, but the Information Technology Manager may know more. Chairman Jackson asked for clarification on what an internal SLA was.  Supervisor Jewett stated SLA stands for Service Level Agreement and clarified the purpose ofa The System Administrator I stated AUP, Acceptable Use Policy, has been back logged, but they Animal Control: Greg Cave, Chief Animal Control Officer, gave a monthly report and  SLA.  do intend to do it.  highlighted the following items: Calls handled in person: 74. Calls handled by phone: 124. After hours emergency calls: 20 Had a Toppings Committee  Had a 2024 Virginia Legal Update Training (hosted by the CWA) Dog Bites & Attacks: Cases & Trends (online training/quiz) ALICE: Active Shooter Training (hosted by the MCSO)    Training scheduled for CPR/ Stop the Bleed. Updating the 2024 ACO training status report for VDACS  Emergency Management (EM): Gavin Helme, EMS Assistant Chief/ Emergency Management  Coordinator, gave ai monthly report and highlighted the following items: FY22 Virginia Emergency Shelter Upgrade Grant:  Thej project has moved forward with the completion oft the procurement process. The shelter location for the generator will now be located at the Middle School. Submitted about two thirds oft the grant and will be working with Finance to obtain the required information to complete the grant submission. o All Stop thel Bleed cabinets havel been installed and are loaded with kits except for They are scheduling training for each department to go over the new equipment In the process of sending out pieces oft the EOP to various departments for review Targeting October for sending it to VDEM for review and then BOS approval in  Quaker Run Wildfire - Expenses: Stop the Bleed Program: thet two courtrooms.  and refresh the training on the AEDS.  2024 EOP Update:  and needed updates. the month of November.  Sheriff's Department: Erik Weaver, Madison County Sheriff, gave ai monthly report and This week is the Tractor Pull and next week is the Parade and the Fair.  highlighted the following items:  SRO Grants are up and running.  Commended the Finance Director and Captain McKnight for their efforts.  Thanked Channel 19 News for doing a story. K-9d certification should be completed this week. Due to the SRO positions, they have two vacancies on the road.  Last month:  191 civil process 58 crimes reported 14 days in court  780 calls of service (law enforcement alone) 26 calls a day (anywhere from a 30 min call to a 3-hour call)  Animal Shelter: Annette Dodson, Animal Shelter Manager, gave a monthly report and  highlighted the following items:  Shelter was recognized as a "No Kill Facility for 2023". June 1St transferred eleven dogs and kittens from Wise County  Read the letter from Best Friends' Animal Society who award this award.  All havel been adopted. June gth held an adoption event at Bald' Top  June 10th Greene County ceased eighty-one dogs form aj pump mill and Madison offered  tol help but everything had been disbursed to other places.    June 14th transferred in four puppies from al local organization.  o All have been adopted. Culpeper stop by toj play with the animals. June 28th transferred in three puppies from a local organization. ) All three were adopted the next morning. Animal Control will be involved. Twenty-eight adoptions Eleven were sent to: rescues. Nine dogs reclaimed and two cats reclaimed.  June 215 had a couple counselors and four members from Chrysalis Counseling in  Mr. Daryl Preston, from the Madison EMS, is scheduled to come out to do AED and Stop  thel Bleed training tomorrow. June Numbers:  At the moment, they have: Two dogs Fourl kittens  Chairman Jackson congratulated the. Animal Shelter Manager on being named a "Nol Kill Shelter." Chairman Jackson inquired why sO many people are adopting animals in Madison The. Animal Shelter Manager stated people are coming from all over to adopt and she credited Facilities & Maintenance: Brian Gordon, Deputy County Administrator, gave a monthly report The courthouse roof painting was pushed to September due to the excessive heat.  compared to other localities. their presence on social media. and highlighted the following items: CONSENT AGENDA 2. Approve Minutes: 06/11/2024 Donations and Grant Fund  3. Supplemental Appropriation #19-F FY24 Use ofFunds from Fund 1213. Animal Shelter  3a. FY25 Supplemental Appropriation #1 - Sheriff Vehicle Chairman Jackson reviewed the items on the consent agenda.  Supervisor Jewett made ai motion to adopt the consent agenda, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0) Absent:  (0). SPECIAL APPEARANCES None. OLDI BUSINESS  4. Rural Rustic Resolutions - Deputy County Administrator a. Whippoorwill Road Rural Rustic Resolution #2024-12    b. Emmett Road Rural Rustic Resolution #2024-13 Walkers Mill Lane Rural Rustic Resolution #2024-14 d. Turner Drive Rural Rustic Resolution #2024-15  The Deputy County Administrator stated there are: four resolutions to put sections oft the four roads into the rural rustic program. The Deputy County Administrator reviewed illustrations for Supervisor Yowell mentioned the General Assembly has decided that rural rustic monies can be used toi improve gravel roads and recommended considering that ini the future as an option. Chairman Jackson agreed and advised staffs speak to VDOT to find out after these four roads how Chairman Jackson asked the County Attorney for confirmation that they could pass a motion for  Whippoorwil Road, Emmett Road, Walkers Mill, and' Turner Drive.  Supervisor Yowell stated these four roads are set. much money is left toi improve gravel roads.  all four roads.  The County Attorney agreed.  Supervisor Yowell made ai motion to approve Resolution #2024-12, #2024-13, #2024-14, and #2024-15, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. 5. Hoover Ridge Outdoor Recreation Center Update - Deputy County Administrator The Deputy County Administrator stated the Hoover Ridge Committee had ai meeting on. July gth and they discussed thej previous bids. As ai result oft that meeting, the Committee agreed tol break phase one into two different phases. Phase la would include groundwork, land disturbance, water control, handicap parking, and utility conduits. Phase 1b would include hard surfacing and play surfaces where available. Discussed the congressional appropriation they put ini through Abigail Spanberger's office regarding ADA compliance. The Committee was favorablei to put Chairman Jackson mentioned het thinks they are: not bidding it at a big enough package and stated the problem they are running into is the available capital and not taking out oft the Madison Supervisor Jewett inquired if staffh had an estimate on what Phase la would cost. The Deputy County Administrator stated that is hard to determine, especially with where the number came in on the first bid process. The Engineer of] Record had ai multiplier of1.4%, but thei market dictates the cost oft thej project. By going into thel bid process in September, they may  Nay: (0). Abstain: (0). Absent: (0).  this back out to bid in September ift the Board agreed.  County general fund.  have ai more favorable outcome.  There was further discussion regarding the funding for the project.    Thel Board agreed with the Committee's plan.  6. Radio Project Update-I Deputy County Administrator  Thel Deputy County Administrator stated the code plug has been written and has been installed. They will bel handing out multiple radios next week for the Parade and Fairi to allow first response to test the programming. The Deputy County Administrator gave the following updates Hoover. Ridge tower and compound is completed, online, and transmitting both directions Beautiful Run tower is completed, online, and transmitting. One microwave led to Hoover Ridge is active and the other to Pocosan Mountain was aligned today. Greene County is having an issue getting their last site online. Blakey Ridge compound is online and transmitting. Both: microwaves' links are operating (one to. Hoover Ridge and one to the. American tower in Greene) The Church Hill site is completed, and they are installing the last piece of equipment to ECC: is completed apart from installing the consoles ini the ECC: floor. Reviewed upcoming training/testing dates and the overall process.  on1 the tower sites:  and microwaves.  thei fiber link tomorrow.  Coverage testing may bej pushed.  7. Committee/ Board Update - Deputy Clerk  Thel Deputy Clerk stated there is a list ofFAPT and CPMT: ini the agenda packet for the Boards consideration for approval. The Deputy Clerk mentioned most oft thej positions are: mandated positions. There are two vacant positions on the CPMT, one for a parent representative and the other for aj private-provider representative. Both are two-year roles, and they arel having trouble Supervisor Dawson stated' Tifany Woodward, CSA is doing a good job, but they. just cannot fill Supervisor Dawson made a motion to approve the FAPT and CPMT list, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  filling the positions. those two positions.  8. Home Occupation- County Attorney  Chairman Jackson mentioned he called everyone last week. Chairman Jackson stated they were going to work off the County Attorney's document he proposed previously and send that to the Planning Commission sO they can add clarity to the ordinance. Chairman Jackson stated Supervisor Dawson suggested also sending it to Sean Gregg, Assistant County Attorney, for another set ofe eyes. Chairman Jackson advised this being clarified promptly and going toj public hearing in September. Chairman Jackson stated the Planning & Zoning Administrator is going to send a letter to the current applicant to recommend they withdraw their special use permit application as it is not needed. (Iti is al home occupation with employees not working onsite.)    The County Attorney mentioned Chairman Jackson individually called thel Board members. The County Attorney stated home occupation is a definition and within the definition are three things that legal ought tol be either construed, misconstrued, or administrative interpreted. The goal is to  bec consistent with the historical interpretation while clarifying things.  The Board agreed with the September timeframe.  There was further discussion regarding clarifying the home occupation definition.  NEW: BUSINESS  9. Trash Disposal Fee Waiver for Taste of the Mountain Street Festival - Deputy County The Deputy County Administrator stated the Economic Development &' Tourism Director has requested a waiver for the trash for the Taste oft the Mountains Festival, which will bel handled by the Madison County Football team. Additionally, they have requested to use County property.  Administrator  Chairman Jackson inquired where the Fair's request was. The Deputy County. Administrator stated he would reach out.  Supervisor Dawson made ai motion to approve the trash waiver for1 the Taste oft thel Mountains Street Festival and the Madison County Fair, seconded by Supervisor Jewett. Aye: Jackson,  Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  DISCUSSION 10. Burn Ban Ordinance  The Deputy County Administrator discussed last fall's Quaker Run Fire and stated thel burn ban wasi instituted through a complicated and time-consuming process. The Deputy County Administrator stated this Burn Ban Ordinance is an effort to make this process quicker and discussed his research efforts. The Deputy County. Administrator mentioned hel has provided the draft Burn Ban Ordinance to the County Attorney and suggested taking it to aj public hearing the Chairman Jackson asked the County Attorney when he would be able to email the ordinance to the Board sO they can provide feedback ini time to advertise for the public hearing. The County. Attorney stated hej plans to finish his final review by the end oft the week and will have it back to the Deputy County Administrator for a final review on Sunday. The County Attorney confirmed it wasi reasonable tol have it done by the end ofr next week.  second meeting of August.  The Deputy County Administrator agreed.  Chairman Jackson inquired ift the Board wanted to authorize staff to go to public hearing on this.    Thel Board agreed. teams for review. None.  Thel Deputy County Administrator mentioned he would also bes sending it to the first response  INFORMATION/CORRESPONDENCE  PUBLIC COMMENT  Chairman Jackson opened the floor for public comment.  Eleanor Montgomery Ms. Montgomery commended the Board for running a good meeting. Ms. Montgomery stated she was ini the IT Department's office ai few weeks ago andi it is a very small  room and inquired ift there was aj plan to expand their office space.  Chairman Jackson stated they would revisit it.  With there being no further public comment, the public comment section was closed. Supervisor Yowell made a motion to convene in closed session pursuant to Virginia Code Section 2.2-3711(A)(I): for personnel, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Supervisor Yowell made a motion to re-convene in open session, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Supervisor Yowell made a motion to certify by roll-call vote that only matters lawfully exempted from open meeting requirements pursuant to Virginia Code Section 2.2-3711(A)(1) and that was identified in the motion to convene in closed session were. heard, discussed, or considered ini the closed meeting, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson,  CLOSED SESSION  Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  Jewett. Nay: (0). Abstain: (0) Absent: (0).  As a result ofthe Closed Session, the Board took the following action:  Supervisor Dawson made ai motion to approve Ms. Gail Temple to the Germanna Community College Board, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanan, Dawson,  Jewett. Nay: (0). Abstain: (0), Absent: (0).  ADJOURN  With there being no further business to conduct, Supervisor Dawson made ai motion to adjourn, seconded by Supervisor. Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0)  Abstain: (0). Absent: (0).    A  R. Clay Jackson, Chairman  Madison County Board of Supervisors  Jonathon Weakley, Clerk Adopted on: July23rd, 2024.