Minutes Regular Meeting August 13, 2024  Floyd County Board of Supervisors  1. Called to Order. - Chairman Turman called the meeting to order at 8:30 am or soon 2. Opening Prayer - The opening prayer was offered by Supervisor Bechtold. 3. Pledge of Allegiance - County Administrator Linda Millsaps offered the Pledge of 4. Quorum - Dr. Millsaps called the roll. A quorum was found of all Supervisors.  thereafter.  Allegiance.  PRESENT: Joe D. Turman, Chairman; Jerry W. Boothe, Vice Chairman; Linda DeVito Kuchenbuch, remote in a secure location, Kalinda Bechtold, and Levi Cox, Board Members; Linda Millsaps, County Administrator; Kim Chiddo Deputy County Administrator/CFO, Danny Lowery IT Operations Manager to live stream  and film the meeting.  5. Approval of Agenda - On a motion by Supervisor Boothe, seconded by Supervisor Kuchenbuch and approved as amended to add to the agenda, adding S 2.2-3711A.1t0 6. Approval of Disbursements On a motion by Supervisor Boothe, seconded by Supervisor Cox and unanimously carried to approve the disbursement as presented. 7. Approval of Minutes - On a motion by Supervisor Cox seconded by Supervisor Boothe and unanimously carried to approve the minutes from 07/23/2024 and  close section.  07/30/2024 Public Hearing. 8. Presentations:  a. Dr. Cromer, Floyd County Superintendent, and Darin Boothe, Finance  Director  1    Dr. Cromer updated the Board on the following:  First day of school, all excited  The School Board meeting was short, crisis plan was approved Department of Criminal Justice and School Safety has a new  template.  Discussed and had some policy revisions  All in Spending - Especially with the Virginia Literacy Act. This is the first official implementation year. Requires a lot of training for New traffic patterns have helped and continue to visit it toi improve  staff  the process even more.  Working through a lot of internal shifts.  b. David Clarke, Virginia Department of Transportation Mr. Clarke gave an update on the following: Maintenance on the following: Erosion Dust Control Store  Preparing for the storm (Several days) (Check hit the hardest) Hand patching on 221, Franklin Pike, service streets especially at King  Pipes at Good Neighbors Road Mowing and Trimming  Supervisor Bechtold asked for an update on The Indian Valley Closure is it still scheduled to be completed on the 16th? Also, note that Fire House Road needs attention especially since that is the detour from the Indian Valley Closure. Supervisor Cox asked if Mr. Clarke could check out Lick Ridge as it is pretty Supervisor Boothe asked for an update on the 40 MPH change request. Mr. Clarke stated that they are working on it as it will shift the 40 MPH from town, and 25 MPH maker through to the dumpsters. Also asked if Hope Road was still on  rough.  the agenda in which Mr. Clarke replied yes.  2    Supervisor Kuchenbuch thanked Mr. Clarke for his leadership and emphasized the request to thank all the VDOT staff for the excellent work and for going above and beyond regarding the festival and how there were no issues. Supervisor Kuchenbuch noted Kennedy School Road, the water staying on the Road and needs attention. As well as a lot of trees in Right away and asks VDOT to be proactive. Lastly, Supervisor Kuchenbuch noted that the board has talked about issues with this section of Road and tragically Floyd County has lost Supervisor Turman also noted that wrecks have increased on Lumber Lane, especially on that turn with people pulling out. This needs to be looked at for a possible speed reduction. Supervisor Turman also shared that he has seen a good amount of Road Signs along various routes where tree limbs are covering  another life on Route 8.  the actual sign.  C. Jacob Agee, Director of Parks and Recreation:  Mr. Agee discussed the Wilderness Camp and presented the following:  M  FLOYD  PARKS AND RECREATION  WILDERNESS SURVIVAL CAMP July 8-July 12 2024  After Action Report/Improvement Plan  3    INTRODUCTION  FCPR introduced our first ever "Wilderness Survival Camp" this pastJuly. The camp was Monday-Friday from 9:00-12:30PM. The registration fee was $150 per The basis of the camp was to teach techniques and skills that will give our campers the basic skills to survive in the great outdoors. Topics covered included: how to create your own rope, how to create a solar oven/cook food with limited supplies, plant and food ID, how to purify water, how to create basic shelters, and everything in between. Each morning began with a hike of the trail, followed by a period ofir instruction, followed by a period of applying what was learned. The idea was to structure the educational components of the camp sO that the skills learned on Monday would build into the activities of Tuesday, and sO on. Miles ran the entire camp from start to finish. He did a GREAT job and is really  child. We had 9 total participants.  invested in this sort of work.  Financials:  Registration fee was $150 per camper. 9 campers= revenue of $1350. Total expenses (including staff labor and camp supplies) came out to  $976.04.  We made a profit of $373.96  Much of the equpment/supplies bought this year can be reused next year, which will increase our profit margin/decrease overall cost. Camps are set up to grow at scale. lestablish a baseline of our expenses and create a break even point for the event. In most cases, the break even point is going to be around 5 kids minimum. The amount of profit jumps exponentially for each registrant over the minimum. At 10 registrants, we would make $551 in profit. At 20 kids, we make $1845 in profit. Here is a link to Miles' budget/actual financials from the event. He did a great job with this. 2024 Summer Camp Financials Wilderness Survival.xlsx  (sharepoint.com)  4    STRENGTHS  1) New program with a lot of relative interest. Our parents have been asking 2) Very engaged staff. Parent feedback indicated Miles did a great job with the entire process. The topics discussed/learned were in depth and well 3) Enthusiasm from our youth. Miles cited several instances of kids being genuinely excited to attend camp every day. One child actually cried when  for a more robust summer camp system for a while now.  researched.  camp ended on Friday.  4) Beautiful, natural setting for a camp like this. (Rec Park)  AREAS OF IMPROVEMENT  1) After program parent surveys indicated the program would've been more impactful ifi it was a full day camp rather than a half day. 2) There were learning moments- such as how to more efficiently set equipment/stations up, how to wrangle the kids in the mornings, how to best structure snack/food time, etc. Little efficiency lessons will lead to a 3) Possible 2nd part time worker. Ifwe have more than 9 or 10 participants, I feel it would be important to have a second set of eyes watching the kids. 4) The addition of a department 14 passenger bus would be a huge asset. It would allow us to go: zip lining, take a trip to buffalo mountain, visit other areas of the county, etc. A bus would not only increase the educational utility of this camp specifically, but our entire camp system as a whole. We  smoother camp next year.  have Tides funds available for this purchase.  5    APPENDIX B -AFTER. ACTION PARENT SURVEY. 2 RESPONDANTS  1) Please rate your experience with the following: [Registration Process]  a. Good b. Good a. Very Good b. Good a. Very Good b. Good a. Excellent b. Good a. Very Good b. Good a. Very Good b. Good a. Average b. Average a. Average b. Good a. Good b. Good  2) Please rate your experience with the following: [Registration and Program Staff]  3) Please rate your experience with the following: Instructor's Knowledge]  4) Please rate your experience with the following: [Instructor's Personality and Helpfulness)  5) Please rate your experience with the following: [Program Location]  5) Please rate your experience with the following: [Length of Program]  7) Please rate your experience with the following: [Cost of Program]  8) Please rate your experience with the following: [Quality of Facilities]  9) Please rate your experience with the following: [Overall Program Quality]    10)  How likely are you to recommend this program to a friend or colleague? 1-10  a.7 b.10  11)  How did you hear about this program?  a. Email b. Email a. Yes b. Yes  12)  Would this program have been more impactiulheiptul ifit was at full day rather than al half day?  13)  Do you thinki investing in a more robust, diverse camp selection would be a worthwhile investment of tax dollars? (FCPR would like to offer more numerous and ai more diverse selection of  camps beginning next summer) a. Yes b. Yes a. N/A b. NI/A  14)  Areas we can improve? (Open ended question)  7-    Supervisor Turman read the handicap statement  9. Public Comment-  David Whitaker - Courthouse District  Mr. Whitaker shared: Run.  There is an event coming up this weekend on 8/18/2024, Antique Tractor Fun The event proceeds go toward the medical expenses for children.  Last year's proceeds went towards one child. This year it appears two children will be assisted.  Mr. Whitaker asked the board if they could find money to be a sponsor or to give  ad donation.  Anthony Reynolds - Locust Grove District  Mr. Reynolds shared:  Lives approximately 1 mile north of Festival Park Shared that he listened 4 days straight to music Reached out to Floyd Fest and spoke with Sam Calhoun  Not against Floyd Fest  Noted per the conversation Mr. Reynolds states he had with Mr. Calhoun, Mr. Calhoun stated the festival staff measured the decimals, and 9 decimals were Also, per the conversation Mr. Reynolds states he had with Mr. Calhoun, Mr. Calhoun plans to re-arrange the stages in an attempt to address the neighbors.  stated.  No traffic issues Something needs to be done  Supervisor Turman declared public comment over.  10. Old Business:  a. PSA Charter Review  A conversation ensued by the Board of Supervisors, Staff, and Attorney Steve Durbin about the PSA Charter and the upcoming expiration. Mr. Durbin noted that  8-    the Charter, per the Virginia Water Waste Authority Act, can be renewed up to 50 years or less. Also, stated that the original organization can continue to operate. Supervisor Turman asked ifi it expires is there a liability issue. Mr. Durbin noted that is a good question and suggested that it would be a good idea to go ahead and extend the Charter and this can be done with a resolution on our part. It was also noted that the Town would also have to put' "something" in place as well regarding Supervisor Kuchenbuch stated that maybe we should consider a 1-year extension and Supervisor Boothe stated he would recommend 10 years. Mr. Durbin stated that he would prepare the resolution, and the length of time can be discussed when  the extension.  the resolution is an agenda item. b. Karla Turman County Planner:  Comprehensive Plan Update:  Ms. Turman gave the board an update on the Comprehensive Plan Update. Ms. Turman passed out the following Comprehensive Plan Community Engagement  Plan schedule:  FLOYD COUNTYCOMPREHENSIVE PLAN COMMUNITY ENGAGEMENT PLAN  DATE 06/26/24 07/06/24 08/03/24 08/08/24 08/10/24  EVENT  NOTES  Givelocal Nonprofit Event  Completed  Independence Day celebration Completed Citizen's Finish Line Celebration Completed  Elementary- schools Open Ho1:1ses Farmers Market  6anceleel Completed  -9-    08/12/24 08/15/24 08/23/24 08/30/24 09/14/24 09/20/24 10/19/24  Plenty! (Mon, Tues, Thurs) Small Town Summer FCHS Football Game FCHS Football Game Livestock and County Fair FHS Football Game (homecoming) Citizen's Annual Dinner  Completed  Event honoring Coach Beale Tabitha and Karla to pick one  date  11. Closed Session:  Ona motion by Supervisor Boothe, seconded by Supervisor Kuchenbuch and passed unanimously, the Board voted to move to closed session under, S 2.2-3711  A.1,522-3711A7, and $2.2-3711 A.8  Supervisor Bechtold - yes Supervisor Boothe - yes Supervisor Cox - yes Supervisor Kuchenbuch -y yes Supervisor Turman - yes  a. $2.2-3711A.1- Discussion, consideration, or interviews of prospective candidates fore employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body; and evaluation of the performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Any teacher shall be permitted to be present during a closed meeting in which there is a discussion or consideration of a disciplinary matter that involves the teacher and some  10-    student and the student involved in the matter is present, provided the teacher makes a written request to be present to the presiding officer of the appropriate board. Nothing in this subdivision, however, shall be construed to authorize a closed meeting by a local governing body or an elected school board to discuss compensation matters that affect the membership of such b. $2.2-3711A.7- Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in an open meeting would adversely affect the negotiating or litigating posture of the public body. For the purposes of this subdivision, "probable litigation" means litigation that has been specifically threatened or on which the public body or its legal counsel has a reasonable basis to believe will be commenced by or against a known party. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance ori is  body or board collectively. Personnel  consulted on a matter. Freedom of Information Act  C. 2.2-3711 A.8 Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. Rescue Volunteer  Ona a motion by Supervisor Kuchenbuch, seconded by Supervisor Bechtold, and unanimously carried, the Board voted to come out of closed session.  Supervisor Bechtold - yes Supervisor Kuchenbuch - yes Supervisor Boothe - yes Supervisor Cox - yes Supervisor Turman - yes  On a motion by Supervisor Boothe seconded by Supervisor Cox, and unanimously carried, the Board certified that the Board only discussed those matters they went into  closed session for.  Supervisor Bechtold - yes Supervisor Boothe - yes Supervisor Cox- yes Supervisor Kuchenbuch - yes Supervisor Turman - yes  11-    12. New Business  a. Emergency Declaration:  Onan motion by Supervisor Boothe, seconded by Supervisor Cox and unanimously carried to approve the signing of the Emergency Declaration.  b.F FY25 Legislative Agenda, re: VACo meeting. C. Personnel Policy re-write high-level direction:  County Administrator Linda Millsaps reviewed the following with the board. This  copy was provided to the board:  FLOYD VIRGINIA  Potential Areas for Review Personnel Policy August 13, 2024  Update to Match Current Law and Practice Discrimination language (changed) Covered V. Exempt Standards (changed) Work from home (occasional)  Parental Leave  Better Define Types of Work Structures to Reflect Current Practice  Flextime  Professional/Paraprolessiona/rouryManagementuLeadersnip  Address Changes to Weather Policy work for solid waste, etc.)  Add sections for specialized work structures (24-hour shifts for EMS, weekend  12-    Shift Tone of Document More Positive  Keys to Successful Employment  Recognize and Use the More Team Driven Management Style and Structure  Wage and Hours  Better Clarify Practice for Overtime and Comp Time  Recognize Different Classes of Employees and how' Wage and Hour Laws Impact them. Clarify Issues and Practices Related to Workers Comp and Workplace Injury Salary Increase Process - COLA, Annual, Anniversary, Merit, Bonus etc.  Rules related to Accrual of Comp Time Link to Budget Process  Other  Simplify Grievance Process  Move Employee Reimbursement Rules for Travel to IRS and Commonwealth Standards Include New Standards for Employee Purchases that Reflect Munis Capabilities  Include New Standards for Credit Card Usage Incorporate Cybersecurity Requirements  Take Home Vehicle Policy  13. Board Time  14. County Administrators Report-I Dr. Millsaps offered the following information about staff  activities.  a) Franklin Pike update - status c) Business Round Table Time Kaine  b) Emergency Management - Kevin Sowers led the organization in preparation d) Festivals Update - Yoga Jam and Living Traditions (Art Center) e) Internation Woodworking Show update - Lydeana  15. Correspondence-  Deputy County Administrator Chiddo gave the board an overview of items in the  correspondence packet.  -13-    16. Adjournment - On a motion by Supervisor Cox, seconded by Supervisor Kuchenbuch, and passed unanimously, the Board voted to adjourn until the next meeting on 08/27/2024 at  5:00 p.m. (or soon thereafter)  Qpdmer Chalrman, Joe Turman  ay  bunty Administrator LindaMillsaps  14-