Board of Supervisors September 11,2018 Sheet1 1  September 11, 2018  Greene County, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ONTUESDAESEPTEMBEAI,  2018 BEGINNING AT 6:30 P.M. IN THE COUNTY MEETING ROOM.  Present were:  Michelle Flynn, Chair Bill Martin, Vice Chair David Cox, Member Marie Durrer, Member Dale Herring, Member  Staff present:  Brenda Garton, Interim County Administrator Kelley Kemp, County Attorney Patti Vogt, Deputy Clerk Jim Frydl, Director ofl Planning and Zoning Melissa Meador, Emergency Services Director James Howard, Director of Social Services  RE: CLOSED MEETING approved the following:  Upon motion by Dale Herring, second by Bill Martin and unanimous vote, the Board WHEREAS, the Board of Supervisors of Greene County desires to discuss in Closed Discussion, consideration, or interview of prospective candidates for appointment to RSA Discussion or consideration oft the acquisition ofreal property for a public purpose, where discussion in an open meeting would adversely affect thel bargainingi position or negotiating WHEREAS, pursuant to $2.2-3711 (A)(1) and (A)(3) of the Code of Virginia, such NOW,THEREFORE, BEI ITRESOLVED that the Board of Supervisors ofGreene County  Meeting the following matter(s): and/or the BOE  strategy oft the public body discussions may occur in Closed Meeting.  does hereby authorize discussions of the aforestated matters in Closed Meeting.    Board of Supervisors September 11,2018 Sheet 2  Recorded vote:  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried. returned to Open Meeting. Recorded vote:  Upon motion by Bill Martin, second by Dale Herring and unanimous vote, the Board  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  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 Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  RE: APPOINTMENTS approved the following appointments:  Upon motion by Bill Martin, second by David Cox and unanimous vote, the Board  Ronald Williams - Rapidan Service Authority effective October1,2018 with term Sheriff Steve Smith - James River Alcohol Safety Program - term to expire June James Murphy - Region Ten Community Services Board-3 3-year term  to expire June 24, 2022 24, 2020 Recorded vote:  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried. RE: OPENN MEETING  The Chair opened the meeting with the Pledge of Allegiance followed by a moment of  silence.    Board of Supervisors September 11,2018 Sheet 3  RE: ADOPTION OF AGENDA  Upon motion by Bill Martin, second by Marie Durrer and unanimous vote, the Board adopted the agenda with the addition ofa action item (c) resolution to declare local emergency.  Recorded vote:  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried. RE: CONSENT AGENDA  Upon motion by David Cox, second by Marie Durrer and unanimous vote, the Board  approved the following items on the consent agenda:  a. b. Recorded vote:  Minutes of August 28, 2018 meeting  Resolution to call special meeting on September 18, 2018 (See Attachment "A")  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried. RE: RECOGNITION  The Chair presented a certificate ofrecognition to the Madison-Greene Humane Society. Dr. John Hayes introduced Ms. Debbie LaMountain, licensed vet tech, who has been with the society for over eleven years, Ms. Ronnie Kahn, Ms. Evelyn Dean, Ms. Mary Shore, and Ms. Judy Alford, Shelter Director. He also said Ms. Virginia Harrison volunteers every Wednesday during  surgery.  RE: MATTERS FROMTHE PUBLIC  Mr. Roy Dye, Executive Director of STAR and project manager for the downtown revitalization grant, said a farmer'smarket and performance venue will be constructed on the lawn behind the County Administration Building. A groundbreaking ceremony is scheduled for tomorrow at 2:30 p.m. on site. The project should be completed by the end of this year. RE: SOCIAL SERVICES DEPARTMENT - REQUEST TO ADD POSITIONS FOR Mr. James Howard, Director of Social Services, requested that the Board authorize the addition of two positions in the Social Services Department for the implementation of Medicaid  MEDICAID EXPANSION  Expansion, as approved by the Social Services Board.    Board of Supervisors September 11,2018 Sheet 4  Upon motion by Bill Martin, second by David Cox and unanimous vote, the Board authorized the addition ofone full-time permanent Benefit Program Specialist and one temporary  emergency support worker. (See Attachment "B")  Recorded vote:  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: PERSONNEL POLICY MANUAL AND PAY SCALES  Ms. Brenda Garton, Interim County Administrator, asked the Board to consider proposed changes to the Greene County Personnel Policies and Pay Scale. The current starting rate of pay is the minimum for the job classification. The request is to modify the policy sO the initial salary offered an applicant is not SO restricted. The policy states that the only deviation from the minimum is under certain, very narrow circumstances. The minimum salary is appropriate ift the applicant has little experience and only meets minimum qualifications. Under a variety of other Mr. Garton is also asking the Board to eliminate the steps in the full-time and part-time pay scales. The steps have been basically ignored ini thej past as the County has not been able to afford that amount of raise in the budget. The proposed change is to have a minimum, midpoint and Mrs. Flynn appreciated documentation provided to the Board for review and noted the recommended changes would bring the personnel policies and pay scale in line with other state and local governments. Mr. Herring agreed saying it would permit more flexibility during the Upon motion by Dale Herring, second by Bill Martin and unanimous vote, the Board approved the resolution authorizing recommended changes in Chapter 4, Section 4.1 Starting Rate ofl Pay in the Greene County Personnel Policies and approving the revision oft the Greene County Pay Scales, as part oft the County's Pay and Classification System, SO that steps are: removed and only minimum, midpoint, and maximum salary is reflected in both the full-time and part-time pay  conditions, something other than the minimum salary could be offered.  maximum amount for each pay, grade.  hiring process.  scales. (See Attachment "C") Recorded vote:  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: RESOLUTIONTOI DECLARBLOCAL EMERGENCY Mrs. Flynn read the proposed resolution.    Board of Supervisors September 11,2018 Sheet 5  Mrs. Melissa Meador, Emergency Services Director, gave a brief update on hurricane Florence and the predicted track of the storm. She reported that a local emergency was declared on Monday, September 10 at 1:00 p.m. Mrs. Meador said she has already requested water, generators, and assistance from the National Guard and swift water rescue team. Ifa shelter is needed, it will be located at the Ruckersville Elementary School and/or the Dyke Volunteer Fire Mrs. Durrer asked if funds expended by the County due to this emergency would be reimbursed by the State as the Governor has also declared a state ofemergency. Mrs. Meador said Upon motion by David Cox, second by Dale Herring and unanimous vote, the Board  Department.  reimbursement is likely but may take some time.  approved the resolution to declare a local emergency. (See Attachment "D")  Recorded vote:  Michelle Flynn Bill Martin David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: LEGISLATIVE PROGRAM  Mr. David Blount, Legislative Liaison, discussed the proposed Legislative Program for 2019. Hei reviewed the process and the summaryincluded in thel board information packet. A draft ofthe 2019 Legislative Program should be back to the Board for review in October with approval Approval of the State budget was late because ofl Medicaid expansion and included some good things for local government such as additional money for salaries for teachers, salaries for local employees and some additional GO VA funds. The State closed fiscal year 2018 with about Mr. Blount is hopeful tax structure and tax reform can be discussed, particularly how to divvy up the state and local service responsibilities. Local governments carry out a number of Broadband has been aj priority in the region for several years. There is talk that Governor Northam is planning to propose a significant investment in broadband in budget amendments he There is possible movement in the General Assembly to give broader impact fee authority to all localities. Bills were approved by the Senate committee in July and should be on the floor There has been discussion related to 20161 proffer law, which has been al bone ofo contention among local governments, and some amendments that the home-builders association is looking at Mr. Blount said hel has been working on the issue of mis-assigned voters. Following the Department of Elections review, Greene County had several cases where the census boundaries did not line up with local boundaries. He is also working on legislation that would give greater  requested in November.  ahalfbillion dollars in surplus funds.  state programs, such as social services, at the local level.  will put forward in December.  for vote by the full Senate in January.  making that may be more favorable to local governments.    Board of Supervisors September 11,2018 Sheet 6  weight to local boundaries and to provide citizens, who may have issues with where they ended  up, with an opportunity toj present information to localities. State is looking at how they can control costs.  Children's Services Act (CSA) is, as always, a priority, with ever increasing costs. The Mr. Blount said the Supreme Court has ruled that states, by enacting legislation, cani require the collection of sales tax for online purchases even if the company or business does not have a presence int the state. Itis estimated that the 1% local option sales tax could equal up to $501 million Mr. Herring felt broadband sounds more promising this year. Mr. Blount said the State has al 10-year plan looking at expanding to those areas that are unserved and underserved. The State  inl local sales tax revenue coming back to localities.  isalso looking to develop or recommend a "dig once policy". RE: PUBLICHEARING- ANIMAL KENNELS  Mr. Jim Frydl, Zoning Administrator, said this initiative, which is advertised for public hearing on September 25, was brought forward by staff with the idea to expand business opportunities for citizens. The current ordinance does not allow a business to operate unless they have 10 or more animals and is only allowed by SUP in B-2 business and A-1 agriculture. There was actually a legitimate business that had fewer than 10 animals and, by ordinance, was not allowed to operate. The proposed change allows small kennels, five animals or less, by right in C- 1,A A-1, B-2 and B-3. A large commercial kennel, five or more animals, would be allowed by special use permit within the same districts. This would expand the business opportunity for citizens. The Planning Commission has worked diligently to clarify the definitions and hunting  dogs and pets are clearly excluded from this provision. RE: TAX: REFUNDS FOR ERRONEOUSASESSMENT  Ms. Garton said this will be on the agenda as an action item for the Board meeting on September 25th. Virginia Code Section 58.1-3981 describes how refunds are given to taxpayers when there has been an erroneous assessment. These refunds need to be approved by the Board but the Code allows the Board, by resolution, to authorize the Treasurer to approve and issue  refunds up to $2,500. This would speed up the process for smaller refunds. County Attorney for review and then to the Board of Supervisors for approval.  Refunds in amounts over $2,500 would be sent by the Commissioner of Revenue to the  RE: COUNTY ADMINISTRATOR SEARCHIUPDATE  Ms. Garton said the Board hired The Berkley Group to conduct the search process for the new County Administrator. The Berkley Group will be holding a public input meeting this Thursday at 7:00 p.m. at the Holiday Inn in Ruckersville. All input provided by citizens at that meeting will be summarized and presented to the Board of Supervisors. Members of the Board of Supervisors have been asked to not attend this meeting sO citizens won't feel inhibited in their comments. Thel Board will meet with' Thel Berkley Group on September 25 from 6:00 to 7:30 p.m. in both closed and open meeting. The position description should be published in October and  interviews potentially held in December.    Board of Supervisors September 11,2018 Sheet 7  Mrs. Flynn clarified that therei is no way to schedule ai meeting that one hundred percent of thej people who would like to attend can attend. This is not the only opportunity for citizen input.  RE: LIAISION REPORTS expansion were discussed.  Mrs. Flynn attended the Social Services Board meeting where space needs due to Medicaid Mr. Herring said two resolutions were] passed at thei recent meeting ofthe' Thomas Jefferson Planning District Commission (TJPDC). The first was about the Regional Housing Partnership to create an advisory board that would generate research on housing related issues and make recommendations to localities. Greene needs to appoint a representative on this advisory board. The FCC released a draft Declaratory Ruling and Third Report and Order regarding broadband which could enact substantial new limits on local wireless siter reviewsl byimplementing a"shot clock" as far as time restraint. This information was sent to the Broadband Committee for  The second resolution was to approve a five-year strategic plan for TJPDC.  comments.  Mr. Martin reiterated information on the groundbreaking ceremony for the Greene  Commons project behind the County Administration building tomorrow.  RE: COUNTY ADMINISTRATOR UPDATE  Ms. Garton said the Board approved the resolution to request RSA apply facility fees on an EDU basis for all users and increase the facility fee to $30 effective July 1, 2019. The Board of Supervisors will hold an informational work session on the Greene County Water Supply and Treatment Project on September 181 beginning at 7:00 p.m. The: first meeting oft the Greene County There will be an informational update by the County Attorney on the Virginia Freedom of Information Act (FOIA) from 6:301 to 7:00 p.m. during the Board meeting on September 18th. The After-School Programs were successfully combined at Ruckersville. Students are being transported by Greene County Transit from Stanardsville to Ruckersville. Ms. Garton attended a hurricane Florence preparedness meeting this morning conducted  Water Supply and Treatment Project Steering Committee was held last week.  by Ms. Meador.  RE: OTHER ITEMS FROM BOARD MEMBERS next several days during the anticipated storm.  Mr. Herring reminded everyone to keep their neighbors and volunteers in mind over the Mr. Martin said hel has been working with staff to begin thinking ofl how to address issues on South River and South River Road with the tons ofrock, sand and organic material that have changed the waterway sO the river flows differently. He noted similar situations on the Conway  River, Roach River and Bull Yearling Run.    Board of Supervisors September 11,2018 Sheet 8  RE: ADJOURN MEETING  The meeting was adjourned at 8:32 p.m. The Board will meet for a work session on  September 19 and for a regularly scheduled meeting on September 25.  OihoDle Symn Midhelle Flynn, Chairl Greene County Board of Supervisors  g /Brenda G. Garton, Clerk Greene County Board of Supervisors    Board of Supervisors September 11, 2018 Attachment "A"  RESOLUTION OF THE BOARD OF SUPERVISORS OF GREENE COUNTY, VIRGINIA, TO CALL A SPECIAL MEETING ON' TUESDAY, SEPTEMBER 18, 2018 AT 6:30 PMTO RECEIVE A FOIA UPDATE. AND TO HOLD A WORK SESSION TO DISCUSS THE GREENE COUNTY WATER SUPPLY AND TREATMENT PROJECT  WHEREAS, the Greene County Board of Supervisors desires to hold a previously unscheduled work session (1) to receive a FOIA update from the County Attorney and (2) to receive an update and discuss the Greene County Water Supply and Treatment Project;  NOW,THEREFORE, BEI ITI RESOLVED that the Greene County Board of Supervisors does hereby call a Special Meeting on' Tuesday, September 18, 2018, beginning at 6:30j pm at the Greene County Administration Building, 40 Celt Rd., Stanardsville, Virginia, beginning at 6:30  pm for the above stated purposes. Motion: David Cox Second: Marie Durrer Votes: Flynn: Yes Martin: Yes Cox: Durrer: Yes Herring: Yes  Yes  Xy Kuynn Chair  ATTEST: hulw  hitr  Micnelle Flynn,  Brenda G. Garton, Clerk    Board of Supervisors September 11, 2018 Attachment "B"  GREENE COUNTY, VIRGINIA  BOARD OF SUPERVISORS  MOTION: Bill Martin SECOND: David Cox  September 11, 2018  Meeting  RE: RESOLUTION TO AUTHORIZE ADDITIONAL POSITIONS AT THE WHEREAS, the Greene County Department of Social Services received an additional $92,863 from the State of Virginia to use for the implementation of Medicaid expansion; and WHEREAS, on August 28, 2018 the Greene County Board of Supervises appropriated this same amount to the budget of the Greene County Department of Social Services; and WHEREAS, the Greene County Board of Social Services unanimously agreed to recommend the use of funds to employ one full-time permanent Benefit Program Specialist and  DEPARTMENT OF SOCIAL SERVICES  one temporary emergency support worker; and Services in the implementation of Medicaid expansion;  WHEREAS, the Board of Supervisors desires to assist the Department of Social NOW, THEREFORE, BE IT RESOLVED, on this 11th day of September, 2018, that the Board of Supervisors of Greene County does hereby authorize the Department of Social Services to add the aforementioned positions to facilitate the implementation of Medicaid  expansion in Greene County.  Votes: Flynn Martin Cox Durrer Herring Yes  Yes Yes Yes Yes  CERTIFIED COPY_  hule Hht  Clerk to the Board of Supervisors    Board of Supervisors September 11, 2018 Attachment "C"  RESOLUTION OF THE BOARD OF SUPERVISORS OF GREENE COUNTY, VIRGINIA, AUTHORIZING REVISION OF PERSONNEL POLICIES, SECTION 4.1 STARTING RATE OF PAY; APPROVING REVISION OF FULL-TIME AND PART- TIME PAYSCALES TO ELIMINATE STEPS AND SHOW ONLY MINIMUM, MIDPOINT, ANDI MAXIMUM SALARIES FOR EACH PAY GRADE; AND AUTHORIZING CORRESPONDING REVISIONS IN THE PERSONNEL POLICIES TOREFLECTTHE: ELIMINATION OF STEPS, EFFECTIVE IMMEDIATELY WHEREAS, current Greene County Personnel Policies Section 4.1 Starting Rate of Pay requires that new employees be hired it at the minimum salary for the pay grade, except under  highlyunusual circumstances; and  WHEREAS, securing employees who are the best qualified for each position in Greene Countyisofthel utmosti importance tot thel BoardofSupervisors toe ensurethee efficient and effective  delivery of services to its citizens; and  WHEREAS, the County of Greene has not been able to provide salary increases which WHEREAS, the Greene County Board of Supervisors desires to attract andi retain the best qualified candidates for positions, to fairly compensate current employees, and to have policies  match the step system currently in place for its pay scales; and  and pays scales inj place whichi reflect actual compensation practices;  NOW,THEREFORE, BEITE RESOLVED that the Greene County Board ofs Supervisors does hereby approve the proposed revision to Greene County Personnel Policies Section 4.1 Starting Rate of Pay and authorizes the County Administrator to establish Full-Time and Part- Time Pay Scales showingonlyminimum, midpoint, and maximum mlnis,.fheliveimmadlat). Further, the County Administrator is hereby authorized to make such changes in the wording throughout the Greene County Personnel Policies toi reflect the elimination nofreferences to' "steps" in the pay scales, such document to bej presented to thel Board at a later date fori its ratification and  approval. Motion: Second: Votes: Flynn: Martin: Yes Cox: Durrer: Yes Herring: Yes Oid00o Michôlle  Dale Herring Bill Martin Yes Yes  ATTEST: huluh E  Sumu  Flynn, Chair  Brenda G. Garton, Clerk    Board of Supervisors September 11, 2018 Attachment "D"  RESOLUTION FOR THE DECLARATION  OFA A LOCAL EMERGENCY  WHEREAS, the Board of Supervisors oft the County of Greene, Virginia does hereby find that: 1. Due to the occurrence of Hurricane Florence, the County of Greene is facing a condition ofextreme peril to the lives, safety and property of the residents of Greene County; 2. That as a result of this extreme peril, the proclamation of the existence of an emergency is necessary to permit the full powers of government to deal effectively with this condition of peril as of13001 hours on the 10th day of September, 2018.  NOW, THEREFORE, IT IS HEREBY PROCLAIMED by the Board of Supervisors of the County of Greene, Virginia, that al local emergency now exists throughout the County of Greene; IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said emergency, the powers, functions and duties of the Director of Emergency Management and the Emergency Management organization and functions of the County of Greene shall be those prescribed by state law and the ordinances, resolutions and approved plans of the County of Greene in order to In order to carry out the effect of this resolution, a sum of money, not to exceed $20,000, is hereby appropriated from the county's unappropriated fund balance to cover the reasonable operational cost of Emergency Management pending further report to this Board and such additional appropriations as shall be deemed necessary to cover the expected scope of this Affirmed and adopted this 11th day of September, 2018 due to the emergency conditions caused  and  mitigate the effects ofs said emergency.  emergency.  by Hurricane Florence.  Michallo Michelle Flynn, Chair Greéne County Board of Supervisors  Jypu  Attest: hula HHir  Brenda G. Garton, Interim County Administrator