Board of Supervisors March 10, 2020 Sheet 1  March 10, 2020  County of Greene, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ON TUESDAY, MARCH 10,  2020, BEGINNING AT 6:30P.M. IN THE COUNTY MEETING ROOM.  Present were:  Bill Martin, Chair Marie Durrer, Vice Chair Steve Bowman, Member Dale Herring, Member Davis Lamb, Member  Staff present:  Mark B. Taylor, County Administrator Kelley Kemp, Assistant County Attorney Patti Vogt, Deputy Clerk Jim Frydl, Director of Planning and Zoning Tracy Morris, Director of Finance Melissa Meador, Director of Emergency Services  RE: CLOSED MEETING Board approved the following: Meeting the following matter(s):  Ms. Kemp read the proposed resolution for closed meeting.  Upon motion by Dale Herring, second by Marie Durrer and unanimous roll call vote, the WHEREAS, the Board of Supervisors of Greene County desires to discuss in Closed Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body with respect to the RSA, Discussion or consideration of the acquisition of real property for aj public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy oft the public body concerning property inj proximity to the administration offices. WHEREAS, pursuant to: 2237114X00Ay0)orhe CodeofVirginia, such discussions NOW,THEREFORE, BEI ITI RESOLVED that the Board ofs Supervisors ofGreene County  BZA, and the County Administrator.  may occur in Closed Meeting;  does hereby authorize discussion oft the aforestated matters in Closed Meeting.    Board of Supervisors March 10, 2020 Sheet 2  Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  Motion carried. RE: OPEN MEETING Board returned to open meeting. Recorded vote:  Upon motion by Steve Bowman, second by Davis Lamb and unanimous roll call vote, the  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  Motion carried.  By unanimous roll call 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 closed meeting were discussed.  Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  RE: APPOINTMENTS TO BOARD OF ZONING APPEALS Appeals to fill an unexpired term to end March 13, 2022.  Upon motion by Steve Bowman, second by Davis Lamb and unanimous roll call vote, the Board recommended the appointment of Charles Covington to the Greene County Board ofZoning  Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  Motion carried.  Upon motion by Steve Bowman, second by Dale Herring and unanimous roll call vote, the Board recommended the appointment of Christopher Boutiette to the Greene County Board of  Zoning Appeals for a five-year term to expire March 13, 2025.  Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  Motion carried.    Board of Supervisors March 10, 2020 Sheet 3  RE: APPOINTMENTTO RAPIDAN SERVICE. AUTHORITY  Upon motion by Dale Herring, second by Davis Lamb and affirmative roll call vote, the Board appointed Bill Martin to the Rapidan Service. Authority Board for a term to expire June 24,  2021.  Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Abstained Yes Yes Yes Yes  Motion carried.  RE: PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE  The Chair opened the meeting with the Pledge of Allegiance followed by a moment of  silence.  RE: ADOPTION OF THE AGENDA  Upon motion by Davis Lamb, second by Steve Bowman and unanimous roll call vote, the Board approved the agenda with the addition of an update on COVID-19 by the Director of  Emergency Services. Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  Motion carried.  RE: MATTERS FROM THE PUBLIC  Mr. Scott Wagner, Route 629 Welsh Run Road, said he contacted VDOT about repairs and improvements to the road. There are three blind turns within nine hundred yards. He and Rodney Kibler own the land on both sides of the road and support repositioning of the road. Mr. Taylor  will follow up with Mr. Wagner. RE: CONSENT AGENDA  Upon motion by Davis Lamb, second by Dale Herring and unanimous roll call vote, the  Board approved the following items on the consent agenda:  a. b. C.  Minutes of February 25, 2020 meeting Census boundary adjustment letter  Resolution approving Building Department commercial fee schedule (See  Attachment "A") Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes    Board of Supervisors March 10, 2020 Sheet 4  Motion carried. RE: COVID-191 UPDATE  Mrs. Meador provided general information on COVID-19 and local actions that havel been taken. There is no vaccine or specific anti-viral treatment. Currently, there are eight cases in Virginia and that number is expected to rise. The State has not made an emergency declaration at this point. Mrs. Meadors said shel has dailyinteraction with thel Department ofHealth andi is working closely with the school division, Blue Ridge School, and long-term care and nursing homes. County human resource staff is working to develop updated sick leave, flex scheduling, and telecommuting policies. Guidance is being provide to the community via social media. The number one thing to do to stop the spread of germs is wash your hands with soap and water for at least 20 seconds. Ifyou think you have the virus, call your doctor who will triage you and instruct you on what to do. The number to the Thomas Jefferson Health District hotline is 434-972-6262. Mrs. Meador said she will be attending meetings and will provide periodic updates. RE: COUNTY ADMNISTRATORS RECOMMENDED BUDGET FOR FY 2020-2021 Mr. Taylor said information from Richmond has not been received as of yet and he hopes  to have numbers available Thursday night.  The following are best practices for budget development: One-time funds should only be used for one-time expenditures. Ongoing expenses should be funded only with ongoing revenues.  Emergency needs should be met through a single contingency fund rather than with funds Capital projects should be managed through the capital improvements plan (CIP) rather  reserved in each department or agency. than funded through various departments. Modified zero-based budgeting should be used. The approach used to balance the FY2021 budget included: Review of projected revenue estimates. Review of proposed expenditures. Review ofhealth insurance costs and employee contributions. Propose a contingency fund sufficient to address emergencies. Reduce thei reliance on fund balance to balance the general fund budget.  Propose the smallest increase possible in the tax rates to support the remaining deficit in The Board of Supervisors approved a five-cent increase in the real estate tax rate last year. The current real estate tax rate is $0.82. The presentation included information on tax rates for 2005 to the current year and a comparison of real estate tax rates with surrounding localities. The majority of County revenue goes to the top five priorities which are: schools, law enforcement, social services, RSA capital investment subsidy, and the regional jail. These top five Mr. Taylor said a reduction in the use of fund balance is strongly preferred. He reviewed current and projected revenues, the minimum fund balance per policy, actual year end audited fund balance, and cash balance. A very small reduction was made in the use of fund balance in the proposed budget. Greene County has turned the corner and is heading back up at least on low  the general fund budget.  priorities account for nearly 70% ofthe total general fund.    Board of Supervisors March 10, 2020 Sheet 5  points. Minimum cash balance is barely trending upwards. Ifa real estate tax increase were  recommended, it would bei to save the money and build the balance. Major increases submitted for FY 2021 include: Local transfer to schools (per request presented) Contribution to Regional Jail (by agreement) Employee Health Insurance increase (county share) Salary increases for county staff (2.3%)  $596,148 $134,763 $124,908 $76,240  The total health insurance increase is $189,120. The recommended budget splits this cost increase with $64,212 to be paid by employees and $124,908 to be paid by the County. Requests for new positions totaling over $750,000 were received from the Commonwealth's Attorney, Sheriff, Animal Shelter, Emergency Services, County Engineer/Clerk oft the Works, Maintenance, Extension Office, and Social Services. Major capital and one-time items requested in the general fund included courthouse repairs, consultant fees for radio project, self-contained breathing apparatus (fire departments), solid waste bay floor replacement, and Adjustments in the amount of $1,963,221 made to balance the proposed FY 2021 budget included use of school capital reserve fund balance for renovation project debt and use of fund balance for one-time capital costs for self-contained breathing apparatus, public safety radio system consultant fees, solid waste bay floor replace/recap, courthouse repairs, and zoning The FY 20201 budget was balanced using $2,085,155 from the fund balance. The proposed use of fund balance in the FY 2021 budget is $1,963,221 which is ai reduction of$121,934.  zoning ordinance revision consulting fees.  ordinance audit and review.  Recommendations for funding total $341,927 and include: Commonwealth's: Attorney - continue part-time attorney County Engineer/Clerk ofthe Works Emergency Services - part-time assistant (writing grants) Additional Social Services worker 2.3% pay increase for county employees 1.3% pay increase for constitutional officers' appointees  Many areas had to be reduced. The requested increase from the School division is not funded. Additional deputies and additional dispatchers requested by Sheriff are not funded. Net reductions total $1,724,030 and the proposed budget is balanced at $37,786,235. Mr. Taylor reviewed funding for the Social Services Fund, the Children's Services Act Fund (CSA), the Solid Waste Fund, and transfers to Schools and School Capital Budget. Revenues for the Solid Waste Fund are expected to continue to cover projected expenditures, including Capital items proposed for funding include courthouse repairs, public safety radio consultant fees, solid waste bay floor replace/recap, and water and waste water permitting. Big tickets items in future fiscal years include the radio communications project, the construction of the water reservoir and related improvements, the renovations and additions resulting from recommendations of the Facility Study, and adjusting pay to the market. We will benefit from data in a recent pay study by Madison County. We need to see where the market is  operations and maintenance. Users oft the service are funding the service.  for various positions.  Concerns about the proposed FY 2021 budget include: Funds requested by the School Board are not] provided.    Board of Supervisors March 10, 2020 Sheet 6  Needed positions in law enforcement and elsewhere are not funded.  Continency Fund remains very small.  Budget will increase once school capital reserve is depleted in approximately three years. Any use offund balance (even as proposed) may prove problematic due to our cyclic low Mr. Taylor reviewed local spending for public education and spending per pupil. The student to teacher ratio in Greene County is 12:1. Compared to other area schools, Greene is on par with the City of Charlottesville and ahead of others. The hope is that Richmond will follow thru on discussions with actual numbers. In the current constrained situation, staffi is unable to recommend additional investment in public education in Greene County for 2021. Mr. Taylor also shared data about community investment in law enforcement (Sheriff, E- 911 and Animal Control). The County is also very constrained in its ability to propose an Health insurance costs are increasing by 15.3% which amounts to $189,120. A cost share is proposed between employer and employee. Mr. Taylor reviewed a comparison of Greene VS. other jurisdictions for employee health insurance cost. Greene is at thel high end with the county Mr. Herring questioned tipping fees at the Solid Waste Facility. Mrs. Morris said the Solid Mr. Herring also asked if employees will take home less money in their pay due to the increase in health insurance even with the proposed increase in salaries. Efforts are being made to Mr. Martin said a 1% increase in the real estate tax would generate $216,748 Mr. Lamb thought it was a good presentation. Mr. Bowman thanked Mr. Taylor for the presentation agreeing that it was very good. He is concerned with not being able to provide the resources that the Sheriff, the School and others believe they need. Mr. Bowman toured county facilities and said he was very disturbed by the facilities employees are working in. We need to Mr. Martin said it pains him as well to not be able to satisfy the schools request but noted the good track record in recent years. We bit off a lot with the $28 million school bond project with an annual payment of $1.5 million. Other priorities include proceeding with the reservoir project. The reserve is rather low to handle any surprises on this $50 to $60 million project. The request for a Clerk oft the Works position is an important priority. Mr. Martin said he also feels the same way about law enforcement and the Sheriff's Office in that the County has been able to provide increased resources ini recent years. Thej public safety radio project is an expensive venture which the Sheriff's Office and first responders will benefit from. Also, there is a State fire study that'sl looking at the three fire houses. Thej proposed 2.3% salary increase for county staffis fairly modest in these times. County employees should share in the increased health insurance costs. Courthouse repairs are needed. Mr. Martin said it was. hard to increase the tax levy last year and he did not think at tax increase should be considered this year unless iti is used to rebuild thei reserve Mr. Bowman asked what the current reserve is. Mr. Taylor said the current balance is just over ai month. Mr. Martin said the way thei reserve policy is written, the balance is measured at the end oft the fiscal year. Mr. Herring said six months reserve would be around $18 million. Citizens would complain about at tax increase ift the County had that amount sitting in an account.  cash balance.  additional investment in the coming year for these functions.  paid share at 82.9%.  Waste Manager noted an increase in vendors bringing trash to the facility.  try to avoid that outcome.  get to the place and position where we can adjust those facilities appropriately.  balance.    Board of Supervisors March 10, 2020 Sheet 7  Mrs. Durrer agreed that the Clerk oft the Works position is needed for the reservoir project and she hated that the Sheriff's request could: not be funded. She asked what the result would bei if all budgets were cut by 1% excluding the schools and sheriff. Mr. Taylor said it would amount to Itv was the consensus oft the Board to meet on Thursday, March 12 and, ifr necessary, again  $30,000.  on' Tuesday, March 17. RE: LIAISON REPORTS  Mr. Herring said he and Mr. Frydl met with a vendor to discuss the actual broadband proposal submitted to determine what changes could be made to improve our chances next year. There was a meeting on the public safety radio system which has a proposed completion date of Mr. Martin said the County and EDA closed yesterday on the $12.1 million bond  December, 2021.  anticipation note for the reservoir project. RE: COUNTY ADMINISTRATOR UPDATE  Mr. Taylor shared pictures of recent improvements at the Community Park. Funding for new railings was provided by thel local Ruritans and we're appreciative oftheir support. Landscape work was also completed and the area is looking good. He said he plans to have pictures of Mr. Taylor thanked Ms. Meador for the update on the coronavirus and urged everyone to use something to create al barrier between their hand and the gas pump handle when pumping gas. Personnel policies are being reviewed and employees are encouraged to stay homei ifthey are sick. Mr. Martin said the County is still seeking volunteers for various boards and commissions. Upon motion by Steve Bowman, second by Marie Durrer and unanimous roll call vote, the  ongoing work at the Taylor House at the next meeting.  RE: ADJOURN Board meeting was adjourned. Recorded vote:  Bill Martin Marie Durrer Steve Bowman Dale Herring Davis Lamb  Yes Yes Yes Yes Yes  Motion carried.  William Bryan Marin, Chair MAG-AE Greene County Board of Supervisors  Mark B. Taylor, Clerk Greene County Board of Supervisors    Board of Supervisors March 10, 2020 Attachment "A"  RESOLUTION  BUILDING INSPECTIONS DEPARTMENT FEE SCHEDULE WHEREAS, Section 36-105 oft the Code of Virginia and Section 107.1 of the Uniform Statewide Building Code (USBC) authorizes the Board of Supervisors to levy fees to defray the cost of enforcement of the WHEREAS, pursuant to Section 36-99 of Code of Virginia mandates the Greene County Building Inspections Department shall use the USBC to protect the health, safety and welfare oft the residents of the Commonwealth, provided that buildings and structures should be permitted to be constructed, WHEREAS, as applicants are required to pay application fees in accordance with the Building Inspections Fee Schedule for review and approval of construction in accordance with the Uniform WHEREAS, the Building Inspections Department proposes to amend the Fee Schedule (as outlined in red) int the attached document to offset the cost to the County on Commercial Projects and to ensure WHEREAS, Commercial and Multi-Family Projects require multiple extensive site visits/inspections, extensive plan review, and more staff time for processing to provide the same stellar customer service WHEREAS, the Building Inspections Department has also amended the Fee Schedule to remove duplicate wording/fees and reorganized the layout for easier use for the department and customer. NOW, THEREFORE, BE IT RESOLVED BY THE GREENE COUNTY BOARD OF SUPERVISORS that the proposed Building Inspections Fee Schedule will be effective March. 10, 2020. ADOPTED BY THE GREENE COUNTY BOARD OF SUPERVISORS ON March 10  USBC; and  rehabilitated and maintained per Code; and  Statewide Building Code and Code of Virginia;and the safety and welfare of the citizens; and  asr residential projects; and  2020.  Motion: Davis Lamb Second: Dale Herring Recorded Vote:  1. William Martin Yes 2. Davis Lamb 3. Steve Bowman Yes 4. Marie Durrer Yes 5.,Dale Herring,  Yes  ATTEST: Mark B. Taylor, Clerk Greene County Board of Supervisors  William Bryan Martip, Chair Greene Board of County  135  Supervisors    I L 6 E W - I  E S 6 3 a  : N W