Board of Supervisors October 8, 2019 Sheetl  October 8, 2019 County of Greene, Virginia  THE GREENE COUNTY BOARD OF SUPERVISORS MET ON TUESDAY, OCTOBER 8, 2019,  BEGINNING AT 6:30 P.M. IN THE COUNTY MEETINGI ROOM  Present were:  Bill Martin, Chair Michelle Flynn, Vice Chair David Cox, Member Marie Durrer, Member Dale Herring, Member  Staff present:  Mark B. Taylor, County. Administrator Kelley Kemp, Assistant County Attorney Patti Vogt, Deputy Clerk Jim Frydi, Director of Planning and Zoning Tracyl Morris, Director ofFinance  Dan Ratzlaff, Erosion and Sediment Control Program Administrator Alan Yost, Director of Economic Development and Tourism  RE: TOUR OF COUNTY FACILITIES  Mr. Martin said members of the Board, Mr. Taylor, Mr. Rick Morris, Mr. Frydl and Ms. Terry Beigie, Editor of The Greene County Record, would be touring the Haney House and the County Administration Building this evening. Mr. Martin noted members of the public were welcome to attend  also.  RE: CLOSED MEETING approved the following:  Ms. Kemp read thej proposed resolution for closed meeting.  Upon motion by Michelle Flynn, second by David Cox and unanimous roll call vote, the Board WHEREAS, the Board of Supervisors of Greene County desires to discuss in Closed Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel re: the Planning and Zoning Department and Erosion and Sediment Control Department enforcement actions. WHEREAS, pursuant to: $2.2-3711(A)(I) (A)(3) (A)(8) of the Code of Virginia, such NOW,THEREFORE, BEITI RESOLVED that the Board ofSupervisors of Greene County  Meeting the following matter(s):  discussions may occur in Closed Meeting;  does hereby authorize discussion of the aforestated matters in Closed Meeting.    Board of Supervisors October 8, 2019 Sheet 2  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried. RE: OPENM MEETING returned to open meeting. Recorded vote:  Upon motion by David Cox, second by Marie Durrer and unanimous roll call vote, the Board  Billl Martin Michelle Flynn David Cox Marie Durrer Dale Herring  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 Michelle! Flynn David Cox Marie Durrer Dalel Herring  Yes Yes Yes Yes Yes  RE: PLEDGE OF ALLEGIANCE AND MOMENT OF SILENCE  The Chair opened the meeting with thel Pledge of Allegiance followed by a moment ofs silence. Upon motion by Michelle Flynn, second by Dale Herring and unanimous roll call vote, thel Board approved the agenda with the removal of item 8A as the applicant has requested the public hearing be  RE: ADOPTION OF THE AGENDA  deferred.  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried. None  RE: MATTERS FROMTHE PUBLIC RE: CONSENT AGENDA  Upon motion by Dale Herring, second by Marie Durrer and unanimous roll call vote, the Board  approved the following items on the consent agenda:  a. Minutes of September 24, 2019 meeting    Board of Supervisors October 8, 2019 Sheet 3  Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: ECONOMIC DEVELOPMENT AUTHORITY BYLAWS  Mr. Alan Yost said thej proposed amendments were discussed at the last meeting as an item for first review. Mr. Taylor said the EDA Chairman confirmed that the bylaws before the Board this evening are the correct version and the County Attorney has reviewed them also. Upon motion by Dale Herring, second by David Cox and unanimous roll call vote, the Board approved the bylaws of the Economic Development Authority as presented. (See  Attachment "A") Recorded vote:  Bill Martin Michelle Flynn David Cox Marie Durrer Dale Herring  Yes Yes Yes Yes Yes  Motion carried.  RE: FACILITIES ASSESSMENT  Mr. Frydl said the Board commissioned a facilities study to look at the use ofc our buildings and future needs. Each department completed a survey. Representatives ofCardno reviewed the Adjacencies is the convenience and efficiency of access. Departments with similar or complimentary tasks would be grouped together to increase efficiency for the County and citizens. Mr. Frydl reviewed current arrangements and desired adjacencies outlined in scenarios A, B,C, and D. Courts remain in place with modifications to interiors. Scenario A would include a new two-story building that would house the School Board, Attorney, Registrar and Treasurer. Scenario B includes a new building to house the Sheriff. Scenario C includes building an annex on the County Administration Building to house the School Board. Scenario D includes an addition to Annex 1 tol house the Registrar, Attorney, Treasurer and School Board. Mr. Jerry Dixon, Senior Architect with Cardno, briefly outlined the process to this point and said he was present to answer any questions the Board may have. The Sheriff's Department is Mrs. Flynn clarified that the school division needs more: space. She said therei is no question that there are areas that need more space which was obvious from the recent tour. She thought space could be distributed differently. Not necessary to create more space but use the space we have differently. She has concerns about moving Social Services and the Health Department in administrative buildings. Citizens take care of personal matters and may not want others tol know. Mr. Herring asked ifs scenarios were derived based upon efficiency for citizens. Mr. Dixon said scenarios were arrived at by speaking with individuals in each department regarding their  buildings and has now submitted draft recommendations.  in dire need ofhelp and the School Board Office needs to expand.    Board of Supervisors October 8, 2019 Sheet4  concerns and space needs. Mr. Martin said dire space needs were not necessarily expressed to Mr. Frydl said they are looking for a list of priority needs from the Board and ifany funds may be available. Mr. Martin said he did not foresee al big building project in the next couple years but scenario C (expansion of the County Administration Building) makes the most sense to him. Hes said he would like to know what that will cost in present day dollars. The priority would bei to restore the courthouse and revamp the way files and documents are stored. Data is being handled in the traditional way which results in a large number ofboxes and file cabinets. Mrs. Flynn said we know we're going to need a school down the line and we may be able tod do something at that point to meet larger needs. She struggles with how she sees space being currently used. Some departments are packed in like sardines and others have large spaces. We need to look at how we are using our current space. Mr. Dixon said the whole purpose is to organize things in a way that benefits the County and gives the most efficient operation. Older Mr. Taylor said there are cracks of a surprising size in the cinderblocks in this building that, it was said, arei not compromising the structure ofthel building. He questioned ift therei is work that needs to be done to stabilize those cracks. Mr. Dixon said the cracks could be the result of expansion/contraction or may have occurred during the earthquake. Mr. Taylor said certain operational issues, including the opportunity to digitize records and create space by storing less physical paper, re-orienting of doors to change flow, and other security/safety issues should be Mr. Dixon said he will finalize the report to move forward with options discussed.  Board members during the tour of facilities.  buildings are harder and more expensive to maintain.  developed in a separate workplan. RE: TOURISMUPDATE  Mr. Yost said a monthly newsletter is distributed by his department which includes informational data, a calendar of events, etc. He briefly reviewed the Virginia Tourism Corporation analysis which estimated Greene's economic impact for calendar year 2018 at $20.8 million which is up 4.2% from 2017. There was an increase of 14.2% in the Greene County Transient Occupancy Tax (TOT) over the past two quarters. Lodging alone will generate a projected $6.5 million in gross receipts. TOT revenue is projected at $324,710 with $194,826 Mr. Yost said there is a lot going on in Greene County and noted information on activities and events can be found at greenecalendar.com, He said tourism events are "boosted" on social  going to tourism and the general fund receiving $129,884.  media to areas 21 to 3 hours away.  RE: ENVIRONMENTAL REGULATIONS  Mr. Dan Ratzlaff, Erosion and Sediment Control Program Administrator, was present to explain and clarify the erosion and sediment control requirements as they pertain toi the agricultural exemptions. There seems to be misinformation, miscommunication or misperception as to what The County ordinance almost mirrors the state law verbatim as to agricultural exemptions. The presentation focuses on the construction of structures on agricultural zoned parcels which is  is required in the County.    Board of Supervisors October 8, 2019 Sheet 5  definitely part of agricultural activities but the State does not consider it to be an exempt activity. Exemptions are covered in the definition section under the term "land disturbing activity". Exact activities that are exempt from the erosion and sediment control, stormwater management ordinances are specified and construction of structures is not mentioned. State law is almost exactly the same and does not mention the construction of agricultural building. Mr. Ratzlaff spoke briefly on Dillon's Rule and reviewed information from surrounding localities. He clarified that construction of agricultural structures is exempt if an area less than 10,000 square feet is disturbed. An acre is 43,560 sf, sO 10,000 sfis just under % acre. The State  does exempt agricultural farm structures from the building permit process.  RE: LIAISONE REPORTS population is continuing to increase.  Mrs. Durrer said the Jail Board will meet Thursday afternoon and the federal inmate Mr. Herring said the TJPDC met last Thursday. It looks like there will not be an increase fori membership costs at this time. Recycling issue will be discussed at the November 7 meeting. Mr. Martin said thei ribbon cutting/dedication ceremony at thel high school was excellent as was the ribbon cutting at Greene Commons. Oktoberfest will be held on October 12 at Greene  Commons.  RE: COUNTY ADMINISTRATOR UPDATE  Mr. Taylor said thei ribbon cutting at thel high school this past weekend was a unique, joyful time of cooperation and collaboration between the school division and general government. The NBC29: newsi report covering the event could not bes shared due to technical difficulties. Mr. Taylor congratulated Dr. Whitmarsh and the school division on the success of the project. Mrs. Flynn said the lead architect commented that the ability of the two boards to work together to achieve  something the community set as a priority was better than he had ever seen. Greene Elementary. Shots are free to all over the age of3.  A flu shot clinic is scheduled for Thursday, October 10 from 4 to 7 p.m. at Nathanael Mr. Taylor said Albemarle County did a study in 2012 that focused on the real estate assessment that would generate real estate tax revenue sufficient to fund the public services that are demanded by the residents of the home. For Albemarle County, that break-even assessment point was in excess of $500,000. That figure for Greene County is a residential sales price of Mr. Taylor also said he and Mrs. Meador have been meeting with Captain McKeen oft the Greene County Rescue Squad and OMD, Dr. Debra Perina. The Squad has notified the County of their need to request additional paid rescue service for the two nights volunteers have been covering. This will take paid EMS coverage to 7 nights per week. The Rescue Squad expects to continue to function as an organization and to continue to provide community service such as standby service as required at athletic and other community events. This community support is of significant value and is very much appreciated. Mr. Taylor said a request has been made: in writing to the contract provider for this additional coverage. All involved are doing their best to ensure  $387,900.    Board of Supervisors October 8, 2019 Sheet 6  continuity of coverage for the community in this transition. We are looking hard at cost and services into the future for the best value and coverage for citizens of Greene County.  RE: OTHER MATTERS FROM BOARD MEMBERS over by the YMCA and seems to be going well. RE: ADJOURN MEETING The meeting was adjourned.  Mr. Herring said this Friday night will be Dragonfest and homecoming at the high school. Mr. Martin said he has requested an update on the after-school program which was taken  hef Mark B.Taylor, Clerk Greene County Board of Supervisors  William Bryan Martin, Chair dy-hk Greene County Board of Supervisors    Board of Supervisors - October 8, 2019 - Attachment "A"  Bylaws for the Greene County Economic Development Authority  General Purpose  The general purpose of the Greene County Economic Development Authority (Authority) is to promote the business development and tourism of Greene County such that the Authority may acquire, own, lease and dispose of properties and make loans to the end that the. Authority may be able to promote industry and develop trade by inducing manufacturing, industrial, governmental, nonprofit and commercial enterprises and institutionso ofhigher education to locate in or remain in Greene County and further the use oft the county's agricultural products and natural resources, all consistent with, the direction of the Greene County Board of Supervisors, Greene County's Comprehensive Plan and the intent ofl legislation oft the Commonwealth of Virginia.  General Powers  The Authority shall have any and all powers that have been granted to it by the Board of SupervisorsofGreene County, by' Title 15.1, Chapter 33 and by Title 15.2, Chapter 49 ofthe Code of Virginia and any subsequent enactment of the General Assembly. All such powers shall be  exercised for the general benefit of the residents of Greene County. Number, Appointment, Terms and Qualifications of Directors  There shall be a Board ofs seven (7) Directors who shall be appointed by the Greene County Board of Supervisors. The Directors will serve for aj period of four (4) years: except appointments to fill vacancies which shall be for the unexpired terms. Ifat the end ofany term ofofficeofany director asuccessor thereto has not been appointed, then the director whose term of office has expired shall Except as otherwise provided by law, all powers and duties oft the Authority shall be exercised and performed by the Board of Directors, acting by majority vote ofthose Directors present at a duly called meeting at which a quorum is present-Eeep-dwringpetieds-whetee-EDA-Beard-hes "sis#atnet)oHiingae-Comyamles tmpaywwmiedaahlfewwpisele-heEDABamk.le raemsthveaveiasindayateaCayNeDaweDisser-ahalhvamelier Every director shall, at the time ofhis/her appointment, and thereafter, reside ina a locality in which the authority operates or in an adjoining locality, as provided in the Code of Virginia S 15.2-4904. When a director ceases to be a resident ofs such locality, the director's office shall be immediately vacant and a new director may be appointed for the remainder oft the term. All directors should possess a vested interest in the economic viability of Greene County. No Director shall be an Whereas the broad participation ofI Directors is critical to the success ofthe Authority in achieving its purpose, attendance at Board meetings is of great importance. A member of the board of directors may be removed from office by the Board of Supervisors if said member misses three or more meetings in succession or are absent from any four meetings within a 12 month period or upon a unanimous vote oft the Board of Supervisors. The Board may also recommend the removal  continue to hold office until his successor is appointed.  rempeyeeoftheCoumy-  officer or employee of Greene County.  1    ofa Director who has been found to breach reasonable rules barring conflict ofinterest as defined by the Virginia State and Local Conflicts of Interest Act, Title 2.2, Section 31 of the Code of Virginia. The EDA Chair will immediately notify the Greene County Board of Supervisors ofits recommendation for removal and replacement of the member who has breached the Act. When able, the Board ofl Directors shall recommend candidates for appointment to the EDA to the Board Vacant EDA Board positions shall be advertised by the County in accordance with the County's  ofSupervisors.  procedures for appointment of members to Boards and Commissions.  Ex-officio Members of the Board  In addition to the seven (7) Directors appointed by the Board of Supervisors of Greene County, the Authority shall have three (3) Ex-officio members: a liaison from the Board of Supervisors, a liaison from the Planning Commission, and Greene County's Director of the Economic Development Department or his/her designee. Liaisons are appointed by their respective organizations for terms specified by their respective organizations. Ex-officio members do not The Director of Greene County's Economic Development Department and his/her support staff  have the right to vote on any matter before the EDA Board. are employees of Greene County and serve at its pleasure.  Election of Officers  The officers of the Greene County Economic Development Authority shall include a Chair, Vice- Chair and Secretary-Treasurer. Officers ofthe Authority shall be elected by the Board ofDirectors at their first meeting in May of each year. All terms for elected officers shall be for one year, and officers may be reelected for an unspecified number of terms. If an elected office of the EDA becomes vacant at any time during the year the Board of] Directors shall elect another Director to  complete the unexpired term for the vacant officer's position.  Duties of the Chair  The Chair shall preside at all meeting and shall have general supervision of the affairs of the Authority, including: signing or counter-signing all contracts and instruments ofthe Authority and duly authorized by its Directors; calling special meetings; cosigning with the Secretary-Treasurer all checks, drafts, notes and orders for payment of monies exceeding $500; preparing or causing to be prepared the agenda for all meetings; making reports to the Directors and the Board of Supervisors; and performing such other duties as are incident to his/her office or are properly required of him/her by the Board of Directors. With guidance from the Board of Directors, the Chair will also make committee appointments; establish policies and long range objectives for the Authority; and appoint members ofthe Authority as liaisons to other County government agencies. The Chair shall have an equal vote with the other Directors and, in the event of a tie on any question, may cast a second vote to break the tie. In the absence, resignation, erdisability, or death oft the Chair, the Vice-Chair shall exercise all his-her-funetiens. functions ofthe Chair.  Duties of the Vice-Chair  2    The Vice-Chair shall preside at meetings at the request of or in the absence of the Chair. When acting at the request oforin the absence oft the Chair, the Vice-Chair shall have all the powers of and be subject to all the restrictions oft the Chair. In case of death, disability or resignation of the Chair, the Vice-Chair shall immediately become Chair for the remainder oft the term for which the Chair was elected and another member shall be appointed in accordance with procedures established under Mambet-Appoimimem-TemasemigwaifstiemsefPhsection of  Officers" section ofthese by-laws. Duties of the ecretary-Treasurer  The duties of the Secretary-Treasurer shall be as follows: preparing or causing to be prepared the minutes of the meetings ofthel Board of Directors; ensuring that minutes of the meetings are kept ina ai record book and are made available for public inspection; signing with the Chair or Vice-Chair documents ori instruments which thel Board ofDirectors has authorized tol be executed; maintaining custody oft the seal oft the. Authority and seeing that official documents authorized by the Board of Directors are stamped with the seal; ensuring that suitable records are kept of all financial transactions of the Authority, and having such records audited as required; cosigning with the Chair all checks, drafts, notes and orders for payment of monies exceeding $500; maintaining custody of all funds received by the Authority and depositing all funds in the name of the Authority; investing such funds and deposits in the name of the Authority; and in general performing all the duties incident to the offices oft the Secretary-Treasurer and such other duties as from timet to time may be assigned by thel Board ofDirectors. In the absence ofthe Chair and Vice- Chair at a duly called meeting of the Board of Directors, the Secretary-Treasurer shall be the temporary presiding officer for that meeting and shall have all the powers ofand be subject to all  the restrictions upon the Chair.  Meetings  The regular meetings of the Board of Directors shall be held in the isechl-GreCeuy Boomomie-Development Department Town Hall for the Town of Stanardsville or such other location as decided by the Board. Meetings shall be held at 6:30pm on the third Tuesday of January, March, May,July, September and November, ifnot al legal holiday, but ifal legal holiday, Special meetings of the Board of Directors may be called at any time by the Chair, to be held at the time and place designated by the Chair in the calling of the meeting. Special meetings may also be called by two members ofthe Board ofDirectors. Special meetings must be noticed to the  then on the day following, or on the day determined by the Board of Directors.  public contemporaneously with the notice given to the Board ofI Directors.  Notice  Notices of regular and special meetings and of work sessions shall be given to each Director in writing atl least three (3) working days prior to such meetings. Notices sent electronically by email shall be deemed written notices. All meeting notices, both regular and special, shall include a draft agenda. Special meetings may be held without such three(3)-day notice ifall of the Directors are present, in person or by electronic means, or those not present waive, via written or electronic communication submitted to the Chair, the three(3)-day notice requirement before the meeting.  3    Notice oft the date, time and location of meetings shall be placed on the Authority's website or in  aj prominent public place in advance oft the meeting.  Meeting Format  The order ofbusiness at any regular meeting oft the Board ofDirectors shall be:  1. Record of attendance 3. Review financials 5. Old business 6. New business 7. Comments from the public 8. Adjournment  2. Approval or correction ofminutes oft the last meeting  4. Reports ofOfficers, Committees and the Economic Development Department Director  The Board may enter Executive Session at any time, provided that such session complies with terms of the Code of Virginia. Executive sessions are restricted to Directors unless otherwise  agreed to by ai majority of a quorum oft the Directors.  Quorum  A quorum at any meeting shall consist of a majority of the current membership of the Board of Directors. A majority ofsuch quorum may decide any question that may come before the meeting if it is within the legal jurisdiction of the Authority. No facilities or property owned by the Authority shall bel leased or disposed ofin any: manner without a majority vote ofall the members  ofthe Board ofDirectors. Rules of Order  In all matters not prescribed by the Code of Virginia or the Greene County Economic Development Authority's by-laws, the Authority's meetings will follow procedures set forth in Robert's Rules  ofOrder. Detailed Minutes  The board shall keep detailed minutes ofi its proceedings, which shall be open to public inspection at all times. It shall keep records ofits financial transactions and, unless exempted by $ 30-140, it shall have the financial records audited annually. A copy of each audit shall be furnished to the  Board of Supervisors and shall be open toj public inspection.  Special and Ad Hoc Committees  The EDA's Board of Directors may, from time to time, create such committees as it may deem necessary and expedient to promote the purposes of the Authority. Such committee(s) shall be advisory only and shall not be empowered to act on behalf of the Authority except when specifically designated by the Board of Directors. The Chair shall, with the advice oft the Board of Directors, make committee appointments to any other board, agency or commission for which  Authority membership or representation has been requested.  4    The Board of Directors may create a temporary or permanent committee to advise it on specific issues relevant to its mission. The Board of Directors shall agree to aj purpose and scope for each such committee. The Chair of the Committee, with the advice or the Board of Directors, shall be authorized to select members for the Committee who are not Directors, provided that there is a minimum of two sitting Directors on the Committee. The Chair of the Committee need not be a The Board may appoint an Executive Committee to facilitate the efficient operation of the Authority. Such Committee, ifo created, shall consist of the Authority's Officers and the Director of the Economic Development Department or his/her designee as a non-voting member. The charter, authority and membership oft the Executive Committee shall be defined and approved by  Director.  the Authority's Board ofDirectors.  EDA Staff  The Board of Directors may retain such contractors or staff as may be as-are necessary to accomplish the purpose and powers of the Authority. Greene County employees assigned to economic development activities may assist in the activities oft the EDA, but are not EDA staff.  Official Seal  The Corporate Seal of the. Authority shall consist oft two concentric circles between which are the name of the Authority and in the center shall be inscribed the word SEAL." "SEAL".  Fiscal Year  The fiscal year of the Greene County Economic Development Authority shall be from July ISt to  June 30 ofthe following year. Compensation ofl Board Members  Directors of the Greene County Economic Development Authority may receive an appropriate stipend for their services as approved in the annual budget by the Board of Supervisors. Any Director, by the authority of the Board of Directors, upon presenting suitable documentation, is entitled to reimbursement for necessary travel and other expenses incurred in executing duties  performed for the Authority. Amendments  Except as otherwise provided by law, thesel by-laws may be amended, added to, altered or repealed, inj part ori in whole, immediately or at a future date, by ai majority vote ofthe Board ofDirectors at any meeting oft the Board ofDirectors, provided that notice oft the proposed amendment, addition, alteration or repeal is given as herein described and that said notice is duly published on the Authority's website. Such amendments are subject to review by Greene County's Attorney and  the Board of Supervisors.  5