Agenda Board of Supervisors  Tuesday, August 27,2024, at 6:00 PM Administration Building Auditorium  unt  C 414 North Main Street, Madison, Virginia 22727  Call to Order, Pledge of Allegiance & Moment of Silence Determine Presence ofa Quorum/Adoption of Agenda  Public Comment Consent Agenda  1. Approve Minutes: 08/27/2024 08/13/2024  2. Supplemental Appropriation #4 - Emergency Communication PSAP DMDT Grant  Special Appearances Public Hearing Old Business New Business  3. Burn Ban Ordinance- Deputy County Administrator 4. Davenport Engagement Timeline- - Finance Director  5. Large-Scale, Outdoor Event Permit Application (Overdrive Monster Trucks) - County  Administrator  Discussion mermatoCarependae Public Comment Closed Session Adjourn  223TTAXD82237IAXP    MADISON COUNTY BOARD OF SUPERVISORS MEETING  Date: Location:  6:001 PM- - Tuesday, August 27, 2024 Admin. Building Auditorium, 414N. Main Street  MEETING #30 - August 27th  At ai regular meeting ofthel Board of Supervisors on Tuesday, August 27th at 6:001 PM: ini the  Admin. Building Auditorium: PRESENT:  R. Clay Jackson, Chairman Carty Yowell, Vice-Chairman Jud Buchanan, Member Dustin Dawson, Member James Jewett, Member Jonathon Weakley, County Administrator Hannon Wright, County Attorney Kimberly Turner, Deputy Clerk  ABSENT:  Brian Gordon, Deputy County Administrator  CALL TO ORDER, PLEDGE OF ALLEGIANCE & MOMENT OF SILENCE Chairman Jackson called the Board to order. Chairman Jackson stated he would like to start  the Pledge of Allegiance and follow with ai moment ofs silence. Chairman Jackson advised that a quorum was present.  with  DETERMINE PRESENCE OF A QUORUMIADOPTION OF AGENDA  Supervisor Dawson made a motion to approve the agenda as presented, seconded Vice- Chairman Yowell. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: by  Absent: (0). PUBLIC COMMENT  (0)  Chairman Jackson opened the floor for public comment.  Bruce Bowman: Mr. Bruce Bowman, Blue Ridge Committee member, informed the Board that they would be meeting September 19th and he and Supervisor Buchanan would attend. Mr. Bruce Bowman inquired if the Board had anything they would like them to share with the committee. Mr. Bruce Bowman announced that Cynthia Sirk-Fear was the new acting Superintendent for the Chairman Jackson asked for clarification that this person was just ai temporary staff. Mr. Bruce Bowman agreed and stated she was the ChiefRanger at the Shenandoah Park for  Shenandoah National Park.  years.    Vice-Chairman Yowell inquired ifMs. Cynthia Sirk-Fear was ini thei running for Superintendent.  Mr. Bruce Bowman stated he was not sure.  The County Administrator stated pending Board discussion on agenda item number three, staff would make the Blue Ridge Committee aware of any action taken on the Burn Ban Ordinance. With there being no further public comment being brought forward, the public comment  opportunity was closed. CONSENT AGENDA  1. Approve Minutes: 08/27/2024 08/13/2024  2. Supplemental Appropriation #4 - Emergency Communication PSAP DMDT Grant  Chairman Jackson reviewed the items on the consent agenda. The County Administrator reviewed the supplemental process.  The Financel Director mentioned they try to budget for all the RSAF Grants, but this one was an extra one they did: not know about when they did the budget. This is ai reimbursable grant that Vice-Chairman Yowell made a motion to approve the consent agenda as presented, seconded by Supervisor Buchanan.. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0)  was awarded for $5,000.  Absent: (0). None.  SPECIAL APPEARANCES PUBLIC HEARING  3. Burn Ban Ordinance- Deputy County Administrator  The County Administrator recognized the County Attorney and Deputy County Administrator for their work on this. After the fire last year, the Board tasked staff with creating an Ordinance. Staffhave! looked at what other Counties are doing and found what fit Madison. The County Administrator stated this is aj public hearing and reviewed the purpose oft the codification ofthe Burn Ban Ordinance and referenced the definitions in the Ordinance. This Ordinance will allow the local Fire Department or Department of] Forestry to suppress fires during certain periods of time. Chapter 15 does not currently exist, sO they would be adding this chapter for this specific The County Attorney: mentioned this is the work of primarily the Deputy County Administrator with his help. The County Attorney commended the Commonwealth Attorney for her feedback which added a section where they did not have to ask for permission for thel Fire Department to extinguish fires and to allow: it to bei more: responsive and flexible. The idea is to give more  purpose.    flexibility to the local government to be able tol handle a fire risk as opposed to any other The County. Administrator reviewed the methods to notify the public ofe emergencies, which included Hyper-Reach and the notification process on the County's website. Chairman Jackson opened the floor for public comment. With there being no public comment being brought forward, the public comment opportunity was closed. Supervisor Dawson made a motion to approve the Burn Ban Ordinance #2024-7, seconded by Supervisor. Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain:  emergency.  Absent: (0).  (0)  The County Attorney mentioned for clarity that the vote was 51 to0.  RETURNED TOCONSENT AGENDA 8/27/2024 and stated it should be listed as 08/13/2024.  Chairman Jackson mentioned the consent agenda they just approved had thei minutes listed as Supervisor Jewett made ai motion acknowledging they made a mistake while approving the consent agenda by approving the minutes for 08/27/2024 and would like to approve the minutes from 08/13/2024 that was in the agenda packet, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  OLD BUSINESS  4. Davenport Engagement Timeline Finance Director services with Davenport and highlight the following items:  The Finance Director gave the Board an update on the timeline for the financial planning  November 7, 2019, was the last time Davenport was engaged with the County to create a  Comprehensive Financial Plan. Reviewed the goals and objectives:  Better understand the County from ai financial and management perspective. Follow onto the capital funding analyst and taking into account the schools and Provide recommendations on updates and enhancements on policies. Balance ofJuly and August: County provided Davenport with requested August/September: Davenport prepares Financial Review.  Present a peer comparative analysis to other counties. Review financial policy guidelines.  the County.  Reviewed the financial review timeline.  information. Review. revised draft.  Week of September 16th. Meeting with County Stafft to discuss Draft of Financial Balance of September: Davenport implements Staff comments and circulates a    October gth, October 22nd, or November 12th. Davenport will present at one ofthe  three Board of Supervisors' meetings. Davenport will return at al budget workshop.  Chairman Jackson stated his understanding was that Davenport had a bunch oft their CIP numbers for potential projects. Chairman Jackson stated he hoped Davenport could have ai more realistic direction and would remove some oft those items that are: inflated in cost and not Thel Finance Director recommended giving Davenport the big-ask-list, they would put in their format oftheir review, and the Staff and Board would meet with them to consider scenarios to The County Administrator mentioned there is a CIP Joint committee between the Board and the schools. The County Administrator suggested this committee fine tune the CIP list tol bring The Finance Director suggested having Davenport present a draft to the Board and have Davenport do a follow up with the Board after they do more: fine tuning.  necessities.  come back with a final product.  priorities tol Davenport.  The County Administrator stated that was a good idea.  Chairman Jackson mentioned that working with Davenport is to try to understand future cost and financing options. Chairman Jackson stated they have a healthy general fund that they hope to preserve, but there are some big-ticket items for capital. Chairman Jackson mentioned they have financing in place currently that has very low interest rates and stated he could not imagine Davenport recommending consolidating those into ai new package since the rates are sO low.  Supervisor. Jewett inquired about the general interest rates the county pays. The Financial Director stated she could look that up and bring it back.  NEW BUSINESS  5. Large-Scale, Outdoor Event Permit Application (Overdrive Monster Trucks) - County The County. Administrator stated they initially saw the advertisement online and the County Administrator's Office sent the Large-Scale Outdoor Event Permit Application to the vendor. The application was submitted around 8/20/2024 with the event planning to be held on 08/31/2024. The Madison County Ordinance requires a 45-day period tol have this submitted along with the Certificate ofLiability Insurance. The County did not: receive the correct Certificate ofLiability Insurance from the applicant. The County Administrator mentioned he spoke with the applicant this afternoon and they stated they would have the Liability Insurance by Thursday. The County Administrator reviewed the requirements for a Large-Scale, Outdoor Event Permit. This application was circulated with the first response groups, and they had concerns regarding it being held at the same time as the Street Festival because there will not be  Administrator    dedicated units available. The County Administrator stated the information was inadequate and would recommend it be denied. The County Administrator encouraged the vendor to reschedule the event, honor the tickets they have already sold tol be used at al later date, and resubmit the Chairman Jackson expressed his concerns with the communication from the vendor and thel lack ofa an accurate Certificate ofLiability Insurance to cover this event. Chairman Jackson mentioned hel has spoken to the Young Farmers. The Young Farmers hope the Board will pass this permit and stated they understood that first response is designated to the Street Festival, and they think this will be a good event. Chairman Jackson stated they have never turned one oft these down, but this event is on Saturday, and they do not have the Certificate ofLiability Insurance. Chairman Jackson stated not having public safety sign off on it is not the best either. Chairman Jackson stated they hope that the vendor: reschedules and expressed his concerns about the Supervisor Jewett stated he agreed with Chairman Jackson and staff. Their first responsibility is tot the County, and they must comply with the Ordinance and protect the County from liabilities. Supervisor. Jewett mentioned other events taking place on that day and stated it sounds like the vendor cannot manage this event and he does not think they can approve this. Supervisor Buchanan inquired ifthe vendor has done this before.  application with ai new Certificate ofl Liability Insurance.  possibility of folks not getting their money back.  Chairman Jackson agreed and stated the vendor does them every weekend and Young Farmers There was further discussion among the Board and County Staffi regarding the Large-Scale, Vice-Chairman Yowell made ai motion to deny the Overdrive Monster Trucks Large-Scale, Outdoor Event Permit. Application, seconded by Supervisor Jewett.. Aye: Jackson, Yowell,  has checked them out and they are. legitimate. Outdoor Event Permit Application.  Buchanan, Dawson, Jewett, Nay: (0). Abstain: (0). Absent: (0).  Vice-Chairman Yowell commended staff for their work with this vendor to get this stuffinj place.  There was further discussion about staff efforts regarding the application.  DISCUSSION following items:  Supervisor Jewett gave an Economic Development Committee update and highlighted the  Doing al lot ofresearch comments, and feedback.  Willl have an initial draft in early September to distribute to Supervisors for review, Plan to have thei report completed by the first oft the year when they get into the budget  season.  Has been very productive and they are learning new things.    The Finance Director stated she wanted to answer Supervisor Jewett's question from the discussion regarding Davenport. The general interest rates are as followed:  3% interest rate on the large 2020A bond series 2020B bond series was 2.37%. 2020C bond series was 2.39%.  Chairman Jackson stated they received really good rates. NFORMATION/CORRESPONDENCE  None.  PUBLIC COMMENT  Chairman Jackson opened the floor for public comment. With there being noj public comment,  the public comment section was closed.  CLOSED SESSION  Vice-Chairman Yowell made ai motion to convene in closed session pursuant to Virginia Code sections 2.2-3711(A)(1) for personnel and 2.2-3711(A)(7) for consultation with legal counsel and briefings by staffi members or consultants pertaining to actual or probable! litigation, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett.  Abstain:  Nay: (0)  (0). Absent: (0).  Vice-Chairman Yowell made ai motion to re-convene in open session, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Vice-Chairman Yowell made ai motion to certify by roll-call vote that only matters lawfully exempted from open meeting requirements pursuant to Virginia Code Sections 2.2-3711(A)(1) and 2.2-3711(A)(7) and that was identified in the motion to convene in closed session were heard, discussed, or considered in the closed meeting, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  Asar result of the Closed Session, the Board did not take further action.  ADJOURN  With there being no further business to conduct, Supervisor Jewett made ai motion to adjourn, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0)  Abstain: (0). Absent: (0).  Jackson, Chairman  Madison County Board of Supervisors    - Jonathon Weakley, Clerk Adopted on: September 10,2024.