Agenda Board of Supervisors   1792  Tuesday, September 24, 2024, at 6:00 PM Administration Building Auditorium  Vsa CouR9 414 North Main Street, Madison, Virginia 22727  Call to Order, Pledge of Allegiance & Moment of Silence Determine Presence ofa Quorum/Adoption of Agenda  Public Comment Consent Agenda  1. Approve Minutes: 09/10/204  2. Supplemental Appropriation #8 -Use of Contingency for IT Position  Special Appearances  3. Blue Ridge Committee for Shenandoah National Park Relations Update - Bruce Bowman  4. VDOT Quarterly Presentation - Carrie Shepheard  Public Hearing Old Business New Business  5. EMS Renovation Contingency (Supplemental Appropriation #9) - County Administrator 6. GML Apple Harvest Festival's Large-Scale Outdoor Event Permit Application - County 7. Overdrive Monster Trucks' Large-Scale Outdoor Event Permit Application- = County  Administrator Administrator  Discussion  information/Correspondence Public Comment Closed Session Adjourn  8. Reassessment Update - County Administrator    MADISON COUNTY BOARD OF SUPERVISORS MEETING  Date: Location:  6:001 PM - Tuesday, September 24, 2024 Admin. Building Auditorium, 414N. Main Street  MEETING #33 - September 24th  Ata ai regular meeting ofthe Board of Supervisors on' Tuesday, September 24th at 6:001 PM: ini the  Admin. Building Auditorium:  PRESENT:  R. Clay Jackson, Chairman Carty Yowell, Vice-Chairman Jud Buchanan, Member Dustin Dawson, Member James Jewett, Member  Jonathon Weakley, County Administrator Brian Gordon, Deputy County Administrator Hannon Wright, County Attorney Kimberly Turner, Deputy Clerk  ABSENT:  None.  CALL TO ORDER, PLEDGE OF ALLEGIANCE & MOMENT OF SILENCE Chairman Jackson called the Board to order. Chairman Jackson stated he would like to start with  the Pledge of Allegiance and follow with ai moment ofs silence.  DETERMINE PRESENCE OF A QUORUMIADOFTION OF AGENDA  Chairman Jackson advised that a quorum was present. Chairman Jackson inquired ift there was Supervisor Dawson made ai motion to approve the agenda as presented, seconded by Supervisor Jewett.. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  anything to add to the agenda, which there was not.  PUBLIC COMMENT  Chairman Jackson opened the floor for public comment.  Marty McGetrick: Mr. McGetrick, Banco resident, was present and expressed his concerns and his disappointment in the Board of Supervisors' vote to deconstruct the swinging bridge in Criglersville. Mr. McGetrick discussed the increased risk this will bring toj pedestrians and the liability it willl bring to the County and VDOT. Mr. McGetrick encouraged the Board of Supervisors to reconsider their decision. Mr. McGetrick mentioned that one adjacent landowner to the bridge, Bonnie Dixon, would not allow VDOT on their property to remove the bridge. Judy Auckenthaler: Mrs. Auckenthaler, Criglersville resident, was present and stated she agreed with Mr. McGetrick and expressed her concerns about deconstructing the swinging    bridge in Criglersville. Mrs. Auckenthaler discussed the dangers oft the low water bridge. Mrs. Chris Lattin: Mr. Lattin, Church Street resident, was present and expressed his concerns regarding people running the stop signs at the intersection of Oak Park Road, Carpenters Mill, and Oneals Road. Mr. Lattin mentioned his wife was recently in al bad accident at that intersection because someone ran a stop sign. Mr. Lattin mentioned he did a Freedom of Information Act (FOIA): request and gave an overview ofhis findings regarding the number of accidents at that intersection. Mr. Lattin suggested thel Board look into adding rumble strips Chairman Jackson mentioned VDOT was present, and they would bring it up at that time. Vice-Chairman Yowell mentioned he grew up here and the traffic pattern has changed at that location. Vice-Chairman Yowell shared hel has come very close to not recognizing he now has to Mr. Lattin stated ai number of people suggested making it a four-way stop, but he is not sure if that will protect them from people who run the stop sign. Mr. Lattin suggested something be Alan Berry: Mr. Berry was present and stated he lives at the corner oft the intersection, and he agreed with Mr. Lattin. Mr. Berry shared his experiences where people have had car accidents at Ellen Early: Ms. Early was present and asked VDOT why they initially closed the bridge. With there being no further public comment being brought forward, thej public comment  Auckenthaler encouraged Supervisor Jewett to reconsider his position.  and/or lights at the intersection.  stop coming off Oak Park to Madison.  done to get someone's attention as they approach the intersection.  the intersection and how often people drive through the stop sign.  opportunity was closed. CONSENT AGENDA  1. Approve Minutes: 09/10204-2024  2. Supplemental Appropriation #8. - Useo ofContingency for IT Position  Chairman Jackson reviewed the items on the consent agenda.  The County Administrator mentioned there was a typo on the Supplemental Appropriation. Originally in the packet it stated' "part-time". rather than "full-time," but the typo has been corrected. The County Administrator stated the Board has approved moving the funds, but this Supplemental Appropriation will officially move the funds to the IT Budget. The County Administrator introduced the new IT staff who was present, Mr. Federico Tripicchio,  Information Technology Technician.  Chairman Jackson welcomed Mr. Federico Tripicchio.    Vice-Chairman Yowell made a motion to approve the consent agenda as presented, seconded by Supervisor Buchanan. Aye: Jackson, Kowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0)  Absent: (0).  SPECIAL APPEARANCES  3. Blue Ridge Committee for Shenandoah National Park Relations Update - Bruce Bowman Mr. Bowman, Blue Ridge Committee for Shenandoah National Park Relations' member, was present and gave the Board an overview ofthe meeting that took place on September 19, 2024.  Mr. Bowman reviewed the following items:  Announced the New Superintendent and their estimated start date. Shenandoah National Park: is soliciting bids for new concessionaires.  Willl: manage campgrounds and facilities. Includes renovation at Big Meadows' Lodge  Effective in 2026  Shenandoah National Park is considering installing traffic lights at their entrances. Discussed different plants and how they are. harmfully affecting the Park. Discussed the backcountry challenges they have due to hiring issues. Discussed the trout issue the surrounding areas are facing and how that effects the park The next meeting will be in May 2025, and they will discuss issues concerning adjacent  and Madison.  landowners regarding boundary lines. Reviewed the Park's data regarding revenue.  Supervisor Buchanan thanked Mr. Bowman for including him and highlighted the things he The Emerald Ash Beetle has destroyed al lot oft the ash trees along Skyline Drive. Need more wet springs & winters due to the Gypsy Moths/Spongy moths. Drought has dried up the small streams and the trout have a hard time living in them.  learned:  Spotted Lanternflies are not as bad.  Vice-Chairman Yowell mentioned he received an email from the Shenandoah National Park Trust who shared the figures Mr. Bowman shared. Vice-Chairman Yowell mentioned the portion that is spent on Madison was very small. Vice-Chairman Yowell stated when he is at the Etlan store people from Northern Virginia, who plan tol hike, will stop by for directions and leave not spending a dime in Madison. Vice-Chairman Yowell stated that disappoints him.  4. VDOT Quarterly Presentation - Carrie Shepheard  Ms. Shepheard, Resident Engineer, presented VDOT's Quarterly Presentation and highlighted  the following items:  Preliminary Engineering updates:  Route 656 Courtney Hollow Lane - Superstructure Replacement  Last milestone: Design Next milestone: Construction    Ad date: Fall 2024 Last milestone: Public Hearing Next milestone: Design approval Ad date: June 2027 Route 29 Business - Sidewalk Last milestone: Survey Next milestone: Scoping Ad date: Winter 2027 Route 230/231 Pratt's Roundabout Last milestone: Survey Next milestone: Environmental Review Ad date: Summer 2028  Route 749 Moon Road Bridge Replacement over Hughes River  Rural Rustic:  644 Emmett Road Done ( 603 Whippoorwill Road Construction Activities:  May need to finish in the Spring. Road Project: Route! 29 Shelby RCUT  Stormwater management pond construction in progress. Estimated completion October 2, 2024 Bridge Project: Route 707 Pine Hill Road Bridge Replacement  Under construction.  Temporary crossing for the first bridge to bei in place by October. Project completion expected by December 2025.  Traffic Engineering: 643 Etlan Road  Speed limit under review.  Vice-Chairman Yowell inquired how long that usually took.  Ms. Shepheard mentioned they havel had a lot of similar requests, and it isi in Que. Ms. Shepheard stated she could check and let the Board know, but she is not expecting more than a Chairman Jackson stated Vice-Chairman Yowell mentioned at the last meeting that there may be legislation that went through the State that said localities can request lowering speed limits and  month.  inquired ift that was correct. Ms. Shepheard stated that is correct.  Chairman Jackson inquired ift they requested, did they still need to do the review. Ms. Shepheard stated for clarification that it applies for locations that are: residential ini nature or business districts that are 25 MPH. It allows them to lower the speed limit to 151 MPH.    Ms. Shepheard stated she made note of the intersection that was mentioned earlier and will add it to the list to review. Ms. Shepheard stated that ini response to the letter received from the County requesting VDOT to dismantle the Criglersville Bridge, VDOT is working on getting letters out to the affect property owners to get permission to access the portions oft thel bridge that they need Supervisor Buchanan inquired what would happen ift they were: not given permission by one or Ms. Shepheard stated they would not be able to access the bridge to take it down and it would Supervisor Jewett mentioned there was a culvert replacement on. Locust Dale Road by the Hartland Institute because the previous one was collapsing and there was a significant dip in the road. Supervisor Jewett stated it wasi replaced this summer and the road was not patched back  toi remove.  more ofthe owners. remain on their property.  correctly and requested someone smooth it out. Chairman Jackson inquired how: mowing was going. about 50% through their second mowing ofthe cycle. Chairman Jackson inquired about the paving schedule.  Ms. Shepheard stated they had delays due to the storm. They are getting back on track and are Chairman Jackson mentioned down Route 15, where Oak Park comes out, needs to bei mowed. Ms. Shepheard stated she did not] know where they were currently, but they have al link for the  paving map on their monthly reports.  Chairman Jackson advised adding the paving schedule to the County's website.  The County Administrator agreed. people to look at the paving schedule.  Chairman Jackson discussed several roads that have issues and inquired ift they should direct Ms. Shepheard stated the current paving schedule is for this calendar year. VDOT has at tentative schedule for 2026, but iti is not set in stone until it goes to advertisement and is awarded. The County Administrator stated hel has had good dialog with) Ms. Shepheard. The County Administrator mentioned law enforcement did speed enforcement and data collection on various roads. The County Administrator stated there is additional information that needs tol be shared  and/or a specific way to share it for the data to bej process.    The Deputy County Administrator stated it is raw datai right now and needs tol be formatted the way VDOT wants to see it. The Deputy County. Administrator inquired about the weight limit on  the Pinel Hill temporary bridge.  Ms. Shepheard stated she was not sure and would look.  Chairman Jackson inquired if the Town had to commit $450,000 for the sidewalks. Ms. Shepheard stated she did not believe sO and mentioned the Town asked VDOT to attend their Town Council meeting to discuss concerns regarding increases in the estimate. Vice-Chairman Yowell mentioned VDOT patched from Etlan Road to Weakley Hollow Road and stated there is a drop off going into Gibson Hollow Road. The owner ofI Ducard Vineyard, which is on Gibson Hollow Road, is using a tractor trailer and ifit is loaded it drags there. The owner previously talked to someone from VDOT, and nothing has been done yet. Chairman Jackson inquired why the Swinging Bridge was closed.  Ms. Shepheard stated: it was after a routine inspection of] July 2020 that reported a lot of safety issues. The overall condition was to the extent that their bridge engineer felt it was unsafe and Chairman Jackson inquired ifMs. Shepheard would do ai review oft the intersection at Oak Park  needed tol be closed until something could be done. and would bring back ai recommendation.  Ms. Shepheard agreed. OLD BUSINESS None. NEW BUSINESS  5. EMS Renovation Contingency (Supplemental Appropriation #9)- - County Administrator The County Administrator stated they had put out an invitation for bids for the EMS Renovation Project and at that time the County accepted the lowest bid. Stafft talked to the Board in May and recommended establishing a contingency by utilizing positive funds that exist in the radio project. There was al lot ofunknowns they came across and there is ai request for aj project contingency for consideration up to $300,000. The estimated time of completion is January 27, The Deputy County Administrator, Project Manager, reviewed the items on the change order.  2025.  Additional Asbestos has been remediated and removed. itis where the HVAC trunk lines ended up.  Romex wiring cannot set on top of drop ceiling by the current code. It was: replaced and they removed the drop ceiling above an area around the offices to make things easier and    The demolition ofthe concrete stairs due to not being needed in the upper bays along Wall mediation: In the lower bays, there was no footer under the concrete pad and needed Found' "mold," but it turned out to be diesel dust that had common mold attached toi it  with an elevated pad. tos support the wall. which was mediated. Lower bay's! HVAC system Insulated doors Ceiling Washer and dryers Stairwell  Smoke detectors for the dormitory rooms. Moved sanitary pipe and wing walls.  Concrete floors that were removed when they did the additional asbestos.  The Deputy County Administrator mentioned they have ai few items they have been talking to the EMS staff about as ai result ofthe pharmacy mandate. They are all in at $188,175.14. The County Administrator mentioned the Tyler-Munis report is in the agenda packet behind the Supplemental Appropriations and itl list both projects. The County Administrator stated there is plenty of funding for the radio project remaining, even ifthey move this money over to thel EMS  project. The County Administrator reviewed the process of reassigning funds. Chairman Jackson stated he was in favor ofmoving $250,000.  The County Administrator encouraged the Board to walk thel building to see the progress. The  County Administrator stated they would be scheduling an open house. The was further discussion regarding the cost ofthe EMS renovation project.  Vice-Chairman Yowell made ai motion to approve Supplemental Appropriation #9 in the amount of$250,000, instead of $300,000 that is listed in the document, to officially establish an EMS building project contingency, seconded by Supervisor Jewett.. Aye: Jackson, Yowell, Buchanan, 6. GML Apple Harvest Festival's] Large-Scale Outdoor Event Permit Application- - County Chairman Jackson inquired if Graves Mountain Lodge has complied with everything.  Dawson, Jewett. Nay: (0) Abstain: (0). Absent: (0).  Administrator  The County Administrator agreed.  Supervisor Dawson made ai motion to approve Graves Mountain Lodge's Apple Harvest Festival'sl Large-Scale Outdoor Event Permit Application, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).    7. Overdrive Monster Trucks' Large-Scale Outdoor Event Permit Application - County Chairman Jackson inquired ifthe Overdrive Monster Trucks has complied with everything. The County Administrator stated they had the signatures, insurance, and the event plan. There will not be any dedicated EMS units, and they would be working independently with the Fire Chiefift they are going to make any request ofthat apparatus. The County Administrator mentioned he spoke with the EMS Chief, and they have seven people on staffwhich would Vice-Chairman Yowell made ai motion to approve the Overdrive Monster Trucks' Large-Scale Outdoor Event Permit Application, seconded by Supervisor Jewett.. Aye: Jackson, Yowell,  Administrator  allow three ambulances ifneeded.  Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0).  DISCUSSION None.  INFORMATION/CORRESPONDENCE 8. Reassessment Update - County Administrator  The County Administrator mentioned the Board awarded the reassessment contract to Wingate Appraisals. The County Administrator stated staff wanted to give the Board an idea oft the timeline and what to expect. The County Administrator referenced a document in the agenda packet that stated the effective date for the reassessment would be January 1, 2025. Next month Wingate willj petition the Circuit Court Judge, requesting a 90-day extension. The County Administrator stated they do not think they will need the full 90 days, just a few additional days in. January. The County Administrator encouraged people to not be shocked to see a 30% increase in baselines. They plan to get the Board of] Equalization meetings done in February and Supervisor Jewett inquired about the status ofthe Equalization Board of appointees. The County Administrator stated the Deputy Clerk has spoken to the Department ofTaxation regarding training for the: seven Board of] Equalization members. They are ahead ofs schedule and training will occur sometime in December. The County Administrator mentioned the members will have tol have the training before the Circuit Court will appoint them. Two oft the seven Vice-Chairman Yowell mentioned he spoke to Mr. Radar Finks, an Equalization Board appointee, and Mr. Finks stated he put an application in to make sure the County had somebody. Vice-Chairman Yowell stated he would probably be willing tol be an alternate. Chairman Jackson inquired if they needed to give the current landlord at the EMS station a 90-  get things wrapped up in advance oft thel budget.  members will have tol be alternates.  daynotice.    The County Administrator stated they gave him official notice today that. January 27th would be the completion date. The County Administrator stated it was his understanding that the landlord  wanted to have a conversation about fixed assets.  PUBLIC COMMENT  Chairman Jackson opened the floor for public comment.  Gracie Hart-Brooks: Mrs. Hart-Brooks, Madison Eagle Editor, announced that she was informed today at 1:30 pm that thel Madison Eagle Editor position was eliminated. Mrs. Hart- Brook thanked the Board and public for thel last ten years. Mrs. Hart-Brook stated community newspapers are important, and she does not know what this means for the Madison Bagle. With there being no further public comment, thej public comment section was closed.  CLOSED SESSION None. ADJOURN  With there being no further business to conduct, Supervisor Dawson made ai motion to adjourn, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0)  Abstain: (0). Absent: (0).  Chairman  Madison County Board of Supervisors  L  Jonathon Weakley, Clerk Adopted on: October 8, 2024.