Board of Supervisors July 11,2017 Page 1  July11,2017  County of Greene, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ON TUESDAY,ULYII,? 2017  BEGINNING AT 6:30. P.M. IN THE COUNTY MEETING ROOM.  Present were:  Michelle Flynn, Chair Dale Herring, Vice Chair David Cox, Member Jim Frydl, Member Bill Martin, Member  Staff present:  John C. Barkley, County Administrator Ray Clarke, County Attorney Andrew Wilder, Deputy County Attorney Bart Svoboda, Deputy County/Zoning Administrator Patti Vogt, Deputy Clerk  RE: CALL TO ORDER RE: EXECUTIVE SESSION oft the Code of Virginia. Virginia Code Reference  The Chair called the meeting to order.  Upon motion by Bill Martin and unanimous vote, the Board entered into Executive Session to discuss legal and personnel matters pursuant to Section 2.2-3711 Subsection (a, 1-7)  2.2-3711 A.1: Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, orr resignation of specific public officers, appointees, or employees ofany public body.  Recorded vote:  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Yes Yes  Motion carried.    Board of Supervisors July 11,2017 Page 2  Upon motion by Bill Martin and unanimous vote, the Board returned to Open Session.  Recorded vote:  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Yes Yes  Motion carried.  By unanimous vote, all members certified that only public business matters lawfully exempted from the Open Meeting requirement and only such matters as identified by the motion  to enter into Executive Session were discussed.  Recorded vote:  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Yes Yes  Motion carried. RE: OPEN MEETING  The Chair opened the meeting with the Pledge of Allegiance followed by a moment of  silence.  RE: CONSENTAGENDA the. June 27,2017 meeting. Recorded vote:  Upon motion by Dale Herring and affirmative vote, the Board approved the minutes of  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Abstained Yes  Motion carried.  Mr. Frydl abstained from voting as he was not present at the June 27, 2017 meeting. The Board recognized the following individuals who participated in the reading of the Declaration of Independence at the July 4th celebration in Stanardsville: Ella Marrs, Riley  RE: RECOGNITIONS  Mitchelson, Gina Fox, Madeline Powell, Ryan Flynn and Joseph Flynn.  RE: MATTERS FROMT THE PUBLIC  Mrs. Marsha Alley was present to publicly express appreciation to the emergency services personnel who responded to an accident at family property resulting in a gas leak on June 15. Those responding to the accident included: State Police, Greene County Deputies, Dyke, Stanardsville, Ruckersville and Earlysville Fire Departments, Rescue Squad, a tow truck service, Amerigas and Rappahannock Electric Coop. She thanked everyone for their prompt response, professional on scene management and their time in responding to this emergency.    Board of Supervisors July11,2017 Page 3  Mr. Matthew Woodson participated in the committee for the school facilities project and was present for the presentation by VMDO. He noted his daughter has been eating lunch at Mr. Michael Traber said his wife also participated with the school facilities committee Mrs. Kiki Flaig spoke on the transportation flow at the middle and high schools and felt  10:00 in the morning and he supports the proposal. and they both support the project.  the proposed plan goes al long way towards addressing issues. RE: SCHOOLS FACILITIES ASSESSMENT STUDY  Mrs. Leah Paladino, School Board Chair, started the discussion with al briefhistory of the project. The proposed plan provides long term solutions and reflects priorities of the School  Board which include:  1. Safety and security  2. Increase the capacity (Greene is the 7th fastest growing county in VA) 3. Forward thinking, flexible, and adaptablelearming environments that stimulates 4. Providing space that is accessible for use by the community. an opportunity to transform thel look and feel oft the entire community.  students and core programs.  VMDO has managed to address these priorities with the proposed plans and also provides Mr. Bryce Powell, VMDO, provided an overview of the 31 month process which began back in 2014. Every school is approaching or is over capacity. Every school is lacking qualitative program space to support education. The middle and high school's kitchen and dining spaces are insufficient for current and growing enrollment. Most kitchen equipment in the district is nearing replacement. Every school has traffic, parking and safety issues. Site goals included safety and circulation, clarifying and separating vehicular flow, and better defining pedestrian crossings. The school and campus identity can be improved through site moves to create a cohesive, integrated campus feel. This will increase opportunities to connect to the campus through outdoor learning, recreation and athletic space. Goal is to always The site masterplan includes bus drop off and pick up behind the high school for both the middle and high schools. Monroe Drive will then be used by visitors and parents dropping off or picking up. Monroe Drive would become a one way road at a certain point. One way travel will help to organize traffic and reduce traffic conflicts. The project also includes additional parking Mr. Powell reviewed the schematic design for the high school and middle school which includes dining, kitchen, media, learning and administrative areas. Design strategies include building core spaces for 50 year life and anticipated growth; use of durable, healthy materials; introduction of natural light and connections to outdoors; establishment of building identity  strive for integrated solutions.  at the Stanardsville campus and Ruckersville Elementary School.  through massing and materials; and establishingreinforing the campus feel. Increase dining capacity for current and future enrollment.  Goals for thel high school include: Reduce lunchtime congestion. school and community events. Expand and update Media Center.  New dining commons doubles as a flexible space for instruction, project work as well as    Board of Supervisors July11,2017 Page 4  Create flexible and adaptable classroom typologies not currently available. Start to create a new identity for high school in concert with Monroe Drive moves. Mrs. Flynn noted lockers take up al lot of space and the majority of students, beginning in middle school, do not use them. Mr. Powell said lockers were discussed and it was decided that the lockers ini the area oft the building did not need tol be replaced due to lack of student interest.  Goals for the middle school include: Relocation, expansion and update oft thel Media Center. Expand corridors in area ofhigh congestion. Additional dining capacity.  Provide opportunities for meeting, conference and professional space.  Relocate administrative offices and main entry in concert with Monroe Drive changes. This will provide clarify of circulation and access from parking to entry; enhance security, safety and operations; and assist with the new identity oft the facility. Mr. Powell reviewed the estimated costs by project while noting construction costs have risen sharply. Estimates for the Charlottesville/Harrisonburg area have increased by 7 to 8% in  2017.  Estimated project costs are:  Monroe Drive New Parking (Stanardsvile) New Parking (Ruckersville) High School Dining/Media Middle School Dining/Media Middle School Admin Courtyard Infill  $3.69: million $3.31 million $ 393 thousand $11.39 million $6.7 million $1.41 million $1.27 million $28.16million  Total estimated cost (construction and project costs)  Mr. Powell said next steps would include securing funding. The site plan process has Mrs. Flynn asked if operational costs could be compared. Mr. Powell said the short answer would be operational costs are going down as systems will be replaced and upgraded. Mr. Frydl asked ifa figure has been determined for what can be reused. Mr. Powell said Ms. Kristie Spencer, Director of Business and Facilities, reviewed financial information including the retiring debt structure and loan scenarios based on $28 million with different interest rates and 25 to 30 year terms. (See Attachment "A") The Capital Fund the Board of Supervisors voted to allow the Schools to have a few years ago has a current balance of $2.8 Mr. Barkley asked if there has been any consideration given to the relocation of the schools administrative offices. Dr. Whitmarsh said no as the schools themselves are the priority. Mrs. Flynn thanked the School Board for this presentation. The Board understands the situation and appreciates the necessity to take some action. Glad they wrapped relocation of middle school administrative offices into the project. Mr. Frydl said administrative space now is  been initiated.  that is still being ironed out between the two projects.  million.    Board of Supervisors July11,2017 Page 5  undersized and moving improves security and safety. This will keep the high school and middle Mr. Cox had one comment: do it once and do it right. So we're not coming back in several years trying to correct something left out. Make sure we've got what we: need for future. Mr. Martin commented on the second phase oft the facilities plan. Dr. Whitmarsh said we believe we're going to need a new elementary school in five to seven years. That is to be determined. Mr. Martin said the Board is going to need estimates for the water impoundment project. The Board will have to look at these two projects (water impoundment and school Mr. Barkley said there are several hundred homes in various stages of the site plan process SO there is no mystery about the inundation the school system will be seeing over the next 10 to 20 years and there is no other choice than to move in this direction. It's about the pace, how it is structured, and how we keep moving towards a user based concept water and Mrs. Paladino said the School Board requests the Board of Supervisors, at their July 25 meeting, to support the School Board in proceeding to evaluate and secure the funding sources not to exceed $28.16 million required to accomplish Phase 1 projects as presented and defined  school viable for the long term.  facilities) together.  sewer utility system.  as:  S1-Monroe Drive S2-Stanardsville new parking S4-Ruckersville new parking HIA-V WMHS dining and media center H3-WMHS Courtyard infill  MIA-WMMS dining, media center and administration  RE: TRATEGICPLANNING INITIATIVES  Board members discussed the strategic planning initiatives and priorities within each Itwas the consensus of] Board members to designate the following as priorities: Initiative One: Promote Community and Economic Well-Being economic development in Ruckersville and Stanardsville. (underway) targeted areas along Route 33 and Route 29. (underway) Initiative Two: Practice Good Governance  category.  6. 8.  Revise the County's zoning ordinance to promote/encourage greater business and Craft an infrastructure policy that will support business, commercial and residential in  5.  Develop and adopt a fiscal year policy protocol for Greene County. (end of calendar  year)  Initiative Three: Promote Community Engagement  2. 3.  Sponsor a community forum to gain citizen input and perspective regarding annualized county spending and service delivery practices. (end of calendar year) Place adopted Greene County vision, mission and strategic initiatives statement on the county's website and appropriate county letterhead. (end of calendar year)    Board of Supervisors July11,2017 Page 6  Initiative Four: Fund the Future  1.  Develop a five year revenue and expenditure forecast focused on services and programs sponsored by Greene County inclusive of personnel costs, support costs, and capital costs. Add a capital maintenance component to the Greene County Capital Improvements Program (CIP) inclusive of life cycle costs. (Combine No. 1 and No. 2) Develop a blueprint and multi-year financial plan for constructing and maintaining a new Develop, in partnership with the School Board, a multi-year capital improvement strategy that will finance the multiple upgrades and improvements that are needed in  (calendar year)  3. 4.  water impoundment in Greene County. (underway) Greene County's public schools. (underway)  Mr. Barkley will keep Board members updated as to the status of priorities.  RE: WHITE RUN RESERVOIR  Mrs. Flynn reiterated that the meeting Thursday evening is not an official Board meeting. Board members will be there to learn. There will be time for citizens to ask questions. Everyone ise encouraged to attend. There will be ample opportunities for Board members to answer Mr. Barkley said there will be an informal session beginning at 6:30 p.m. with a formal presentation giving an overview of the project at 7:00 p.m. Information is posted on County's  questions but that is not the format for Thursday's meeting.  website.  RE: BROADBAND  Mr. Herring said the survey closed with over 1,000 responses. The committee hopes to give aj presentation to the Board in late. August followed by a community meeting in September.  RE: LIAISONREPORTS  Mr. Frydl said federal revenue for the CVRJ was overestimated by $500,000. There was an unexpended balance of $2 million and the $1.9 million allocated from the reserve was Mr. Herring said the TJPDC meeting will be held at the PVCC Giuseppe Center on August 3 and includes an informational presentation on specialized tax districts. The Planning Mr. Martin commented on the July 4th festivities in Stanardsville. There were thousands of people and everyone had a good time. He felt there was a good mix of support by volunteers, Mrs. Flynn said the Social Services Board will meet on Thursday. She also thanked Planning Department and Stormwater Management Department staff for their fast response to major issue with a new subdivision and run-off from the massive storm that affected adjacent property owners. Mrs. Flynn also noted the high school track will be closed for maintenance.  untouched.  Commission meets next Wednesday. the town, county and schools.    Board of Supervisors July11,2017 Page 7  Mrs. Flynn listed the following as agenda items for future meetings:  Jefferson-Madison Regional Library Sheriff- local jail processing fee Hiring and related personnel policies Recognition of Joanne Burkholder  Blight ordinance  RE: ADJOURN: MEETING will be on' Tuesday,luly25,2017.  The meeting was adjourned. The next scheduled meeting of the Board of Supervisors  micDlo Midhelle Flynn,  upas  Greene County Board of Supervisors    Board of Supervisors July 11, 2017 Attachment "A"  C 5  2  $ $A $ $ $ $ $ $ $ $ $ $  6 8 8 3  4 J E  5 3 2 A W 3 o - 8 E  2 s  $ $ $ $ $ $ $ $ $ $A $ $A  $  - 3  J 9  -  5  $ $ $ $ $ 9   $ $ $A  a >  3 2 D 24 3 A UT    S  S S S S S 5 $5 S  3 C a  S S  S S S S S S S S S S  a h  5 S  S A S S 5 S S  a S e o  S  S 5 5 5 Ss S 5 5 S S  S 5 S S S  D    a a - o    S  S  sS S S  S S S S S S 5 $s S  d8 e la  a 3  &  4  &  d & 4    6A  $ $ $A 6 $A $A $A $ $A $A $ $ 6A $ $ $ $A $A  a e o  $A  $A $ $A $A $A $A 6A $  $A $ $A $A $A $A $  - D  0  B