Board of Supervisors January 24, 2017 Page 1  January 24, 2017  Greene County, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ON TUESDAY, JANUARY 24,  2017 BEGINNING AT 5:30 P.M. INTHE COUNTY MEETING ROOM.  Present were:  Michelle Flynn, Chairman Dale Herring, Vice Chairman David Cox, Member Jim Frydl, Member Bill Martin, Member  Staffp 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: WORKSESSION WITH SCHOOL BOARDTO! DISCUSS BUDGET  Members of the School Board and School staff present included: Jason Collier, Harry Daniel, Sharon Mack, Leah Paladino, Dr. Andrea Whitmarsh, Bryan Huber and Kristie Spencer. Topics for discussion were the FY 2018 budget needs and priorities which included enrollment, VRS increases, health insurance increase, staffing, salaries, retiring debt, and  facilities.  Goals include:  Support the implementation ofl Innovate 2021 Provide competitive compensation and benefits for all staff. educators, leaders and support staff.  Focus on the support, recruitment and retention of the most highly qualified Dr. Whitmarsh noted the Schools are receiving less funding in the current year than There is shortage across the State of qualified teachers. Salaries in Greene, in comparison to other localities, are much lower at the end oft teacher career. Discussion about faculty morale. Dr. Whitmarsh felt morale: is definitely improving with positive gains being made. In regards to facilities, Dr. Whitmarsh said they are trying not to touch funds from retiring debt set aside for facilities. Surveying and traffic study are ongoing. Discussed drop in enrollment at Stanardsville campus schools. Doesn't think that  planned for. Just received information in December.  number will stay flat for long.    Board of Supervisors January 24, 2017 Page 2  Mr. Martin said there are a lot ofbig ticket items for the schools and the county. It's sO The School Board will hold a budget meeting on Wednesday, January 25, 2017 in the  hard at this point to make projections. School Board Office conference room. RE: EXECUTIVE SESSION oft the Code of Virginia. PERSONNEL MATTERS: Virginia Code Reference  Upon motion by Michelle Flynn 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 ofs specific public officers, appointees, or employees of any public body.  Interviews Board of Equalization  Board ofz Zoning Appeals Economic Development Authority  Recorded vote:  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes  Motion carried. Recorded vote:  Upon motion by David Cox and unanimous vote, the Board returned to Open Session.  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.    Board of Supervisors January 24, 2017 Page 3  RE: APPOINTMENTS appointments:  Upon motion by Jim Frydl and unanimous vote, the Board made the following  William Schmidt  Board ofZoning Appeals - term to expire March 13,2018 term to expire March 1,2021 Equalization Board term to expire January 14, 2020 Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Steven Kruskamp, Jr. - Economic Development Authority =  Keith Bourne  Recorded vote:  Yes Yes Yes Yes Yes  Motion carried. RE: PUBLIC MEETING  The meeting was opened with the Pledge of Allegiance followed by ai moment of silence.  RE: MATTERS FROMTHE PUBLIC RE: ELECTION OF CHAIR Chair for calendar year 2017. Recorded vote:  None.  Mr. Barkley opened the floor for nominations for Chair.  Upon motion by David Cox and affirmative vote, the Board elected Michelle Flynn as  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Abstained Yes Yes Yes Yes  Motion carried.  RE: ELECTION OF VICE CHAIR Chair for calendar year 2017. Recorded vote:  Upon motion by Jim Frydl and affirmative vote, the Board elected Dale Herring as Vice  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Abstained Yes Yes Yes  Motion carried.    Board of Supervisors January 24, 2017 Page 4  RE: PRESENTATION OF FY 2016 AUDIT  Mr. Matt McLearen, Robinson, Farmer, Cox Associates, was present to review the completed audit for FY 2016. He briefly reviewed the Independent Auditor's Report and said the official opinion on financial statements was unmodified or a clean opinion as of June 30, 2016. The ending balance oft the general fund was approximately $13.9 million. Mr. McLearen said a common benchmark used for comparison oflocalities is to look at equity oft the general operating fund compared to total budgeted expenditures. This amount was around 39% for Greene County as of June 30, 2016. Minimum recommendation is usually  between 15 to 25%.  RE: DISCUSSION OF FUND BALANCE  Mr. Martin noted previous discussions about the fund balance as it applies to the size of the reserve. The current 39%, that's not currently working for the County, may be too much. Mr. McLearen briefly reviewed what a fund balance policy, which every local government needs, is. How much to keep in reserve? This is different for every locality and there is no right or wrong answer. There are various ways to calculate also. Components of fund Mr. Frydl said a minimum fund balance is committed to ensure a level of financial health. Mr. McLearen said it is a snapshot in time and ensures the continuity of service by having liquidity. Mr. Frydl said the County has a single policy that covers both the fund balance and Mr. Frydl felt a minimum is required for financial health. The Board then needs to review 5 year plan, capital needs, liquidity needs to decide what to keep above and beyond that minimum. We have not identified why we keep the set amount. It does not make sense to collect 25% of budget in cash for no specific reason. Current policy is 15% of general fund expenditures net ofi inter-fund transfers plus an additional amount to cover one month's average Mrs. Flynn said collected taxpayers money in reserve for specific purpose is different Mr. Herring felt the policy needs clarification. Reserve fund and cash policy. Mr. Cox said this deals with cash/operating funds and needs budget. He would like to Mr. Barkley said iti is tough to carry liability for contingency for federal and state dollars. What target number do we use when calculating the percentage? Local funding which is $30 million? Or base it on entire $58 million budget which includes federal and state funds? We're still well above threshold and doing well by our own policy. Itis irresponsible to keep too much money in the bank when you have services to provide, facilities to manage, infrastructure to provide. Suggested we carry contingency money for our own dollars and let federal and state worry about their own. We have solid financial standing. We have a good sound policy but it Mr. Frydl said he would like to see a simple percentage minimum that anyone can read and understand. Simplify. Mr. Barkley said staff will review and come back with simple  The Board is charged with how to handle the fund balance.  balance can include unassigned and assigned.  cash. He felt those should be separate policies.  monthly cash flow requirement.  than just having it. Money is just kind ofsitting there.  hear from staff.  lacks clarify as to what percentage is based on.  explanation.    Board of Supervisors January 24, 2017 Page 5  Mrs. Tracy Morris, Finance Director, reminded Board members of the policy adopted in regards to school surplus. June, 2014 The Schools can carry their surplus funds forward to be used for capital projects. That current balance is $2.8 million. Those funds should be identified as committed for school capital projects. Subject to approval by the Board of Supervisors.  RE: YEARLY CALENDAR with noted correction. (See Attachment "A")  Upon motion by David Cox and unanimous vote, the Board approved the yearly calendar  Recorded vote:  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Yes Yes  Motion carried. RE: BYLAWS  The Board discussed proposed changes to Section 7-1 - Actions by Individual Members Mrs. Flynn made note of formatting to be corrected. She questioned the placement of matters from the public on the agenda and felt it is limiting to have speakers sign up prior to the meeting. Mrs. Flynn noted she had recommended revisions in written form. The Board Upon motion by David Cox and unanimous vote, the Board approved the bylaws with  oft the Board, and Section 4-2 - Matters from the public.  discussed those: revisions.  changes as discussed. (See Attachment "B")  Recorded vote:  Michelle Flynn Dale Herring David Cox Jim Frydl Bill Martin  Yes Yes Yes Yes Yes  Motion carried. RE: LIAISON FUNCTIONS  The Board discussed current member liaison functions. Mr. Herring suggested Parks and Recreation Committee be deleted from his list as they no longer meet. Mr. Martin said his term It was the consensus of the Board to approve the liaison functions of members with  on the Regional Jail Board was for one year and has ended. deletions as noted. (See Attachment "C") RE: CONSENT AGENDA on the consent agenda:  Upon motion by David Cox and affirmative vote, the Board approved the following items  Minutes of. January 10, 2017 meeting.    Board of Supervisors January 24, 2017 Page 6  Recorded vote:  Michelle. Flynn Dale Herring David Cox Jim Frydl Bill Martin  Abstained Yes Yes Abstained Yes  Motion carried.  RE: COUNTY ADMINISTRATOR'S REPORT See. Attachment "D" for County Administrator'sreport. RE: OTHER MATTERS FROM: BOARD MEMBERS  Mr. Frydl noted the Jail Board met and approved aj preliminary budget with an increase of Mr. Herring said the Planning Commission met last Wednesday and the Board of Zoning Appeals will meet tomorrow night. Also ai meeting on broadband is scheduled tomorrow.  $470,000 for Greene County. He noted he was not present at that meeting.  RE: ADJOURN MEETING will be on Tuesday, February 14, 2017.  The meeting was adjourned. The next scheduled meeting of the Board of Supervisors  Michelleylynno Greene Plgn  County Board of Supervisors    Board of Supervisors January 24, 2017 Attachment "A"  Board of Supervisors - Meeting Schedule for 2017  January 10, 2017 January 24, 2017 February 14, 2017 February 28, 2017 March 14, 2017 March 28, 2017 April 11, 2017 April 25, 2017 May 9, 2017 May 23, 2017 June 13, 2017 June 27, 2017 July11, 2017 July25, 2017 August 8, 2017 August 22, 2017 September 12, 2017 September 26, 2017 October 10, 2017 October 24, 2017 November14,2017 December 12, 2017    Board of Supervisors - January 24, 2017 - Attachment "B"  Approved. January 24, 2017  GREENE COUNTY BOARD OF SUPERVISORS  BYLAWS  SECTION1 1-) PURPOSE AND BASIC PRINCIPLES Section 1-1 Purpose of Bylaws and Rules of Procedure A. To enable County government to transact business expeditiously and efficiently; B. Top protect the rights of each individual; C. Toj preserve a spirit of cooperation among Board members; and D. To determine thej pleasure of thel Board on any matter.  Section 1-21 Five Basic Principles Underlying Bylaws and Rules of Procedure A. Only one subject may claim the attention oft the Board at one time; B. Each item presented for consideration is entitled toi full and free discussion; C. Every member has rights equal to every other member;  D. The will of the majority must be carried out, and the rights of the minority must be E. Board members should work as a collaborative body toj promote effective government.  preserved;  SECTION 2-1 MEETINGS Section 2-1 Regular Meetings  A. There will be a regular monthly meeting on the second Tuesday of each month at 6:30 p.m. and continued meetings on the fourth Tuesday of each month at 6:30 p.m. The meetings will be held att the County Administration Building located at 40 Celt Road, Slanardylle,VA22973. Ayearly B. When a regularly scheduled meeting falls on a legal holiday, the meeting shall be held on The Chairman may cancel a Board meeting due to an emergency. For other changes to the schedule, timing or location of a Board meeting the Chairman will consult with other Board  calendar will be developed at the annual organizational meeting.  the following business day.  members and obtain ai majority consensus for the change.  Section 2-2 Special Meetings  The Board may hold such special meetings, as it deems necessary, at such times and places as it may find convenient; and it may adjourn from time to time. The Chairman or two (2) or more members may call a special meeting ofthe Board in such a manner as prescribed by Section 15.2- 1418 oft the Code of Virginia (1950), as amended. Only matters specified in the notice shall be considered unless all oft the members of the Board are present. Where a special meeting has been called the Board shall give tot the media and general public such notice of the time, place and  purpose oft the meeting as is feasible. A quorum is required.  1    Approved. January 24, 2017  Section 2-3. Annual Organizational Meetings  A. The first meeting held after the newly elected members of the governing body shall have qualified and the first meeting held in the corresponding month of each succeeding year shall be known as the annual meeting. The County Administrator shall preside during the election of the B. The Chairman shall be elected at the annual meeting for a term of one year. The Chairman may C. Following the election of the Chairman, he/she will assume the chair and conduct the election of  Chairman oft thel Board.  succeed himse/f/erselfin office. the Vice Chairman.  D. Following the election of the Vice Chairman, the Board shall:  1. 2. 3.  Adopt the yearly calendar for Board meetings. Vote on liaison assignments as required.  Adopt its Bylaws.  Section 2-4 Quorum and Method of Voting  A. At any meeting, a majority of the Supervisors shall constitute a quorum. All questions submitted to the Board for decision shall be determined by ai recorded roll call voice vote. B. Members abstaining shall state for the record their reason for abstaining.  C. Atie vote fails.  Section 2-5 Board to Sit In Open Session  The Board shall sit in open session and all persons conducting themselves in an orderly manner may attend the meetings; provided, however, the Board may conduct Closed Meetings as  permitted under the Virginia Freedom ofInformation Act.  Section 2-6 Closed Meetings Virginia (1950), as amended.  A. Closed Meetings may only be convened in conformance with Section 2.2-3711 of the Code of  B. Nor resolution, ordinance, rule, contract, regulation or motion agreed to in a Closed Meeting shall become effective until the Board reconvenes in an open session and takes a vote of the membership on such resolution, ordinance, rule, contract or regulation or motion which shall have C.A At the conclusion ofa Closed Meeting, the Board shall reconvene in open session immediately thereafter and shall take ai roll call vote certifying that to the best of each members' knowledge:  its substance reasonably identified int the open meeting.  2    Approved January 24, 2017  1. 2. 3.  Only public business matters lawfully exempted from open session requirements were Only public business matters identified in the motion convening the Closed Meeting Any member who believes that there was a departure from the above requirements shall sO state prior to the vote, indicating the substance of the departure that, in his/her  discussed; and  were! heard, discussed or considered.  judgment, has taken place.  D. Thel Board may permit non-members to attend a Closed Meeting iftheir presence will reasonably  aid thel Board ini its consideration of an issue.  SECTION3- - OFFICERS  Section 3-1 Chairman and Vice Chairman  A. The Chairman shall preside over all meetings of the Board of Supervisors. Upon the death, resignation or other permanent disability of the Chairman to fulfill the duties of his office, the Board shall elect ai new Chairman at its next regularly scheduled meeting or as soon thereafter as B. The Vice-Chairman shall preside over all meetings of the Board of Supervisors when the Chairman is unable to attend or in absence ofa Chairman due to death, resignation or permanent disability until thel Board elects ai new Chairman in accordance with Section 3-1.A.  possible.  Section 3-2 Clerk  The Clerk of the Board shall be the County Administrator. The County Administrator may appoint one or more members of the County staff to serve as Deputy Clerk ofthe Board.  Section 3-3 Parliamentarian  The County Attorney shall serve as the Parliamentarian for the purpose of interpreting these Bylaws and Rules ofl Procedure and Robert's Rules of Order as may be directed by the Chairman, or as required as a result of a point of order raised by any one or more Board members. If the County. Attorney is unavailable, the County Administrator shall serve as the Parliamentarian.  Section 3-4 Preservation of Order  A. At meetings of the Board, thej presiding officer shall preserve order and decorum.  B. The Board encourages citizens to work through problems at the department and/or administrative .E Board meetings should not be used as a forum for political activity or campaigning. D. The Board will focus on issues and avoid making public comments about individuals, staff members, fellow Board members, community residents or media representatives.  levels before coming to the Board.  3    Approved January 24, 2017  SECTION4- - CONDUCT OF BUSINESS Section 4-1 Public Hearings  Public hearings are. held as required to receive community: input and citizen comment. 1. Any person desiring to speak shall sign up prior to the meeting and write down their contact 2. Speakers will be allowed three (3) minutes of time or longer based on the Chairman's  information ift they want ai response.  discretion. Speakers may not yield their time to others. 3. The Chairman will monitor time and maintain decorum.  (Section 4-1.A - Amended January 12, 2016) Section 4-2 Matters From the Public  A. The Board will set aside time for matters from the public on each meeting agenda to receive  comments on any item not scheduled: for a public hearing. B. Procedures for matters from thej public are as follows: 1.A All persons wishing to speak shall sign upi prior to speaking.  2. All speakers shall speak from the microphone and state their name prior to their comments. 3. Speakers will be allowed three (3) minutes of time or longer based on the Chairman's  discretion.  4. Speakers may not yield their time to others. 5. The Chairman will monitor time and maintain decorum.  C. The Board will not engage with the citizens in discussion or debate of any comment received.  (Section 4-2.A- Amended January 12,2016) Section 4-3 Consent Agenda  The Chairman and County Administrator shall style routine, non-controversial matters requiring Board action on a Consent Agenda. Items may be removed from the Consent Agenda and placed on the Regular Agenda at the request of any Board member present. Only one motion is necessary to adopt all recommendations and action items on the Consent Agenda.  Section 4-4 Other Matters from the Board  The Board will: follow thej procedure oft taking no action on items introduced at the table under the category of other matters from the Board members or the County Administrator. If an item is presented for the first time during the course of business by Board members or the County Administrator, any action will be deferred until the next meeting of the Board. Exception will be  made by unanimous consent ofthe Board.  Section 4-5 Motions  A. A substitute motion may be made by any member to any motion properly on the floor. Once seconded, the substitute motion shall take precedence and all debate or action on the existing motion shall cease until the substitute motion is decided. Debate on a substitute motion is permissible. Ift the substitute: motion is passed by a majority vote of the members then present, the  4    Approved. January 24, 2017  original motion is supplanted by the substitute motion. A second substitute motion can be made only after the first substitute motion is decided by vote oft the Board. No more than two substitute  motions may be made on any agenda item.  B. Nol Board member shall abstain from any vote unless there is a conflict ofinterest.  Ina accordance with the Code of Virginia, a recorded affirmative vote of a majority of the entire Board shall be required to pass any ordinance or resolution imposing taxes, authorizing the  borrowing ofmoney, or appropriating funds in excess of$500.00.  Section 4-6 Supplemental Appropriations  Supplemental appropriation requests ofl local funds will require a second reading. These! Bylaws may be amended by majority vote oft the entire membership.  Section 4-7 Amendment of Rules  Section 4-8 Robert's! Rules of Order  The proceedings of the Board, except as otherwise provided in the Bylaws and Rules of Procedure and by applicable State law, shall be guided by Robert's Rules of Order.  SECTION5- AGENDA Section 5-1 Preparation  A. The Chairman and the County Administrator will set the agenda for meetings. Any Board member can add an item to the agenda, coordinating with the Chairman and the County Administrator to determine when the matter will be scheduled for Board consideration. B. Items requested tol be on the agenda must be submitted in writing eight (8) working days prior to thei meeting to allow for distribution of agenda to the media and for circulation of packet to the Board members. All correspondence addressed to the Chairman and/or to Board Members, that is included in the Board packet, must provide a telephone number and a return address. Individuals and/or departments wishing to provide information to the Board after the stated deadline willl be required to mail such information directly to the mailing addresses of individual Persons wishing to appear before the Board are directed to contact the County Administrator or D. The Clerk oft thel Board shall prepare or cause to be prepared extra copies of the agenda and shall make the same available to the public int the Office ofthe County Administrator. The Clerk shall also have copies available at each meeting. The Clerk shall post the agenda in such public places int the County as shall give the public as much notice of the agenda as is feasible.  Board Members with a copy to the County. Administrator's Office.  Board Clerk, to bej placed on the agenda.  Section 5-2 Comments, Queries of Board Members  Board members are to observe the following rule during the discussion of agenda items and 1. Comments of] Board members must be constructive and germane to the subject atl hand.  public hearings:  5    Approved. January 24, 2017  2.  The Chairman rules other comments out of order.  SECTION6- BOARD APPOINTMENTS Section 6-1 Board of Supervisors Liaison Appointments partnerships, and other boards as required.  A. The Board, by majority vote, may establish Board liaison positions for departments, committees, B. The role oft the liaison is to facilitate communication. The liaison will report on matters that may come before the Board or could have ai future impact on thel Board, staff and citizens of Greene. The liaison as an individual has no authority to act for the Board unless given that authority by  majority vote during an established: regular meeting.  Section 6-2 Citizen Appointments  All appointments of citizens, other than members of the Board of Supervisors, shall be made bya  majority vote of Board members present.  SECTION7- GENERAL OPERATING POLICY Section 7-1 Actions by Individual Members of thel Board  A. Board members will refrain from taking individual actions that require expenditure of public funds or significant staff time regarding matters noti ini furtherance of Board action. B. In responding to questions from the media and citizens, Board members shall not speak for the entire Board without authorization or make any comment on executive session matters as pursuant to Section 2.1-344 of the Code of Virginia. The media should be referred to the Chairman or the County Administrator regarding any official action of the Board.  6    Board of Supervisors January 24, 2017 Attachment "C"  LIAISON FUNCTIONS OF BOARD MEMBERS-2017  David Cox  Agricultural & Forestal District. Advisory Committee Culpeper Soil and Water Conservation District Workforce Development: Board (alternate)  Emergency Services  Michelle Flynn  Jefferson Area Board for Aging Rivanna River Basin Commission Social Services Board  Jim Frydl  Central Virginia Regional Jail Rapidan Service Authority Rivanna River Basin Commission School Board Workforce Development Board  Dale Herring  Board of Zoning Appeals Planning Commission  Thomas Jefferson Planning District Commission  Bill Martin  Economic Development. Authority Board Stanardsville Town Council    Board of Supervisors January 24, 2017 Attachment "D"  County Administrator's Report Board of Supervisors Meeting January 24, 2017  Board of Supervisors Strategic Planning Retreat - The Board of Supervisors Strategic Planning Retreat is scheduled for January 27-28 in the Board room. This two day retreat will offer an opportunity for Board members and staff to review and clarify roles and expectations, discuss various policies, and refine the priorities of County leadership. White Run Reservoir Impoundment Project - Property acquisition and water rate analysis are continuing. Upon completion of the rate analysis, the next in the series of community information sessions will be scheduled to discuss the County's regulatory, Budget/Finance - Budget requests have been received from all agencies and staff is developing expense and revenue estimates to be presented to the Board for VDOT SMART Scale - The County's most recent application to the VDOT SMART scale program, the Rt. 670 Connector Road, has now been recommended for full funding and is headed to the CTB for final approval. The Rt. 29/607 intersection reconstruction work isa anticipated to begin int the spring (2017). The Rt. 29/33 intersection reconstruction has been approved and is in the preliminary planning stage, with construction expected in Preddy Creek Road Safety Study - In light of recent events including a fatal accident on Preddy Creek Road, a stakeholders group is being organized to address the safety related issues on Preddy Creek Road. The first meeting of the group is scheduled for February 7. Broadband Committee - A broadband committee has been organized to review the issue of how to expand broadband service in the County. The first meeting of the group is  financing and construction options.  consideration.  2023.  scheduled for. January 25.    County Administrator's Report, January24,2017  Stanardsville Downtown Revitalization The downtown revitalization group has developed a draft agreement between the Town and County to allow access to the County Administration property for the purpose of constructing a grant funded pavilion and farmers market structure. The draft is under review and is due to DHCD by February Greene County Historical Society - Ai final draft of al lease agreement has been completed that would allow the GCHS to lease the old jail building as a museum and interpretive exhibit space. The lease will be presented to the Board in February for consideration. GO Virginia Initiative - The Central Virginia Partnership for Economic Development has taken the lead role in organizing members of business, education and government sectors from throughout the Thomas Jefferson and Rappahannock planning districts to form a GO Virginia Regional Council 9, which will serve as the lead authority ini the review Board of Supervisors Appeal - A decision is expected to be handed down on January 27 in the matter of the Board's appeal of the BZA decision to overturn the Zoning Administrator's determination that the zoning ordinance does not allow an indoor recreational facility with restaurant and music venues on the subject property.  14.  and approval of projects funded by the GO Virginia Initiative.