279  MINUTES BOARD OF SUPERVISORS COUNTY OF YORK Work Session October 1, 2024  Meeting Convened. A Regular Meeting of the York County Board of Supervisors was called to order at 6:01 p.m., Tuesday, October 1, 2024, in the East Room, York Hall, by Attendance. The following members of the Board of Supervisors were present: Douglas R. Holroyd, Sheila S. Noll, M. Wayne Drewry, G. Stephen Roane, Jr., and Thomas G. Also in attendance were Mark L. Bellamy, Jr., County Administrator; Brian Fuller, Deputy County Administrator; Susan Goodwin, Assistant County Administrator; Richard Hill, County Attorney; and Heather L. Schott, Assistant to the County Administrator/Deputy  Chairman G. Stephen Roane, Jr.  Shepperd, Jr.  Clerk. WORK SESSION  BERKLEY GROUP STAFFING STUDY PRESENTATION  Mrs. Rose McKinney, Director of Human Resources, introduced the following members of the Berkley Group: Mr. Darren Coffey, Mr. Jackson Tuttle, and Mr. Eric Campbell. They were present to share an update on the staffing study and the process they have gone Mr. Campbell began by introducing the team responsible for conducting employee interviews and providing an overview of the number of interviews conducted to date. He underscored the significance of these interviews in formulating recommendations that are specifically tailored to the County's needs. Mr. Campbell then detailed the assessment and research process, indicating that the team is actively engaged in developing recommendations and proposing specific implementation strategies for each department. Mr. Shepperd asked whether implementation strategies imply there is something the Mr. Campbell clarified that the strategies are developed based on the assessment findings, emphasizing that the focus is not on shortcomings in our current practices but rather on Mr. Shepperd expressed his expectations to see some specific strategies to address specific Mr. Campbell then turned the floor over to Mr. Tuttle, who discussed the study's overall Mr. Tuttle presented the workforce assessment for York County, highlighting the positive work environment, the comprehensive feedback received, and the expertise of the staff. He acknowledged the challenges associated with recruitment and vacancies, emphasizing the necessity for effective solutions. Mr. Tuttle noted that addressing these issues will require  through thus far.  County is not doing.  identifying opportunities for enhancement and improvement.  functions of our government. themes in detail.  as significant investment of both resources and time.    280 October 1, 2024  Mr. Shepperd voiced his interest in hearing more about whether York County organizations have evolved beyond a "mom and pop" type of business and become more Mr. Tuttle transitioned the discussion to the topic of geography and office locations, highlighting the challenges posed by the current decentralized office structure and the dated technology in certain areas. He praised the IT Department for its award-winning achievements. Additionally, he elaborated on the performance reviews for York County, indicating that the adoption of a Uniform Evaluation System is anticipated to improve employee morale and retention, thereby enhancing overall personnel management within Chairman Roane echoed Mr. Tuttle agreeing with the importance of getting back to a performance-based evaluation system. He stated he understood how uncomfortable it can be to have conversations about performance but stressed it is where the County needs to Mr. Tuttle noted the importance of having a well-designed system in order to move forward and the need to enforce it. He further spoke on the employees and supervisors needing to be trained on the system as well. Mr. Tuttle then moved the conversation to cover the communications: theme. He explained that there are several significant communication issues between staff, departments, and citizens. He further explained direct communication from Board members potentially can disrupt operations as well. He noted it is worth establishing guidelines that respect the chain of command while still Chairman Roane expressed an interest in discussing this matter when the final report is completed, noting that no one wants to create work barriers but also wants to respect the Mrs. Noll interjected saying copying the County Administrator would be helpful to keep Mr. Shepperd stated that trust is a huge part of this and if there is a lack of trust, you Mr. Tuttle continued with the Berkley Group's staffing recommendations, noting that the overall assessment indicates the County is adequately staffed for its current service level. However, Mr. Tuttle highlighted that certain divisions are overstaffed, while others lack sufficient personnel to effectively support operations. He concluded by stating that the report would provide specific recommendations for position transfers or reclassifications. He then returned the presentation to Mr. Campbell to wrap up the presentation. Mr. Campbell outlined the forthcoming steps for the Berkley Group, which include drafting the report, submitting it to the County Administrator for review to identify any errors or omissions, presenting the findings to the Board of Supervisors, and ultimately submitting the final report. He then opened the floor for questions from the Board. Mr. Holroyd asked if there was anything that Mr. Coffey cared to add to the presentation. Mr. Coffey noted his talking points were included in the presentation. However, he also remarked that he had truly enjoyed meeting the staff and that he appreciated everyone's Mrs. Noll expressed concern that the group's recommendation may cost a lot of money and Mr. Tuttle reassured Mrs. Noll that the Board will not see a recommendation to rebuild a governmental center but if they spot opportunities for change, they will tell the Board.  industrial or professional.  the County.  be.  maintaining strong relationships and operational efficiency.  chain of command. everyone on the same page.  could have destruction of the chain of command.  time.  the County is dealing with it to the best of its ability.    281 October 1, 2024  Chairman Roane shared that there was a lot of data collected and a lot to review. He asked what tools were being used to help the Berkley Group conduct the assessment and ensure Mr. Campbell responded that the team was organized into pairs to facilitate the effective processing of notes and reports. He further elaborated that they identified themes based Mr. Coffey stated that he relies primarily on human experience but also mentioned Chairman Roane agreed with Mr. Coffey about the use of Artificial Intelligence Technology, commenting further on the benefits of its use in everyday life. He thanked the Berkley Group for the presentation and noted a January timeframe for their return with the final  nothing is missed.  on the connections observed between departments.  experimenting with ChatGPT.  presentation. SHERIFF'S UPDATE  Chairman Roane introduced Sheriff Montgomery, who came to the Board of Supervisors to Sheriff Montgomery reflected on the studies conducted last year regarding speeding in school zones, noting that the software recorded 3,725 violations in just five days. In light of this data, he requested that the Board of Supervisors pass an ordinance to authorize the implementation of this software in school zones. Sheriff Montgomery emphasized the achievement of the goal to begin its usage. on August 26, 2024. During the initial warning period from August 26 to September 25, he reported an average of 98 citations per day, representing a significant reduction from the 745 violations per day recorded before the Mrs. Noll interjected by asking what happens when the numbers drop further and how Sheriff Montsomery_responded by expressing his goal for the program to reach a stage where the vendor would not generate any profit. He further reminded the Board that, in such a scenario, the vendor would be responsible for removing the equipment, thereby Mr. Shepperd asked how many schools in York County do not have lighted school zones Sheriff Montgomery identified Waller Mill Middle School, York Middle School, and Magruder Elementary School as the institutions lacking lighted zones, attributing this to the logistical challenges posed by their locations. He proceeded to discuss the traffic congestion issues observed in certain school zones. To address these challenges, he described the use of drone technology, which enabled the identification of problem areas. Sheriff Montgomery remarked that this technology allowed them to effectively illustrate the  provide an update on the School Radar Enforcement Cameras.  software's implementation.  beneficial it would be for the radar/camera vendor at that point.  ensuring no financial obligation for the County. and the reason why they do not.  issues, ultimately facilitating the resolution of the traffic congestion. Mrs. Noll inquired about what they changed in areas with excess traffic.  Sheriff Montgomery indicated that the school has increased its staffing and that parents have been informed about designated drop-off points to help alleviate congestion in the car line. Sheriff Montgomery also highlighted the use ofa a new software program called Stealth Stat, which is being utilized to analyze traffic data and assess the necessity of increasing Chairman Roane asked if Sheriff Montgomery had data that showed exactly where  the number of cameras in the area.  individuals were speeding inside the school zone.    282 October 1, 2024 lights.  Sheriff Montgomery responded that the technology is calibrated between the sets of yellow Mr. Shepperd inquired when he could return to the Board to discuss additional results. Sheriff Montgomery noted it would be beneficial to do sO at the conclusion of the calendar  year when he has more data.  Mrs. Noll asked how many people refused to pay the bill or forgot to pay the citation.  Sheriff Montgomery responded, citing an 88 percent payment rate. Chairman Roane thanked Sheriff Montgomery for his time. PROPOSED 2025 YORK COUNTY LEGISLATIVE PRIORITIES  Chairman Roane asked Mark Bellamy, County Administrator, to initiate the discussion on Mr. Bellamy began by emphasizing that this is merely a draft and that any elements the Board wishes to remove or change can be adjusted, as no votes have been cast yet.  the York County 2025 Legislative Priorities.  The items discussed during this presentation are listed below.  2025 LEGISLATIVE PRIORITIES  Transportation (Supports the County's Strategic Priorities, #1, #3, #4,#5)  Enhance Planning District funding allowing for greater state and local initiatives, Support federal and state funding to complete the proposed extension of the Capital Trail (known as Trail757) from James City County to Fort Monroe. Provide Virginia Department of Transportation (VDOT) adequate funding for road network maintenance, to include litter, drainage and mowing. Support legislation requiring railroad companies to promptly address crossing and track issues that affect public roadways to ensure safety and minimize disruptions.  which include transportation.  Technology & Resiliency (Supports the County's Strategic Priorities, #5, #6)  Support policies and programs that advance Fiber Deployment and subsequent 5G Support offshore wind programs and related businesses. These programs bring economic development, energy resilience, and environmental benefits to the region.  service.  Public Safety (Supports the County's Strategic Priorities, #1,#5)  Create sustainable funding for fire service cancer screening.  Enhance retirement benefits to 911 dispatchers recognizing their contributions to  "Public Safety".    283 October 1, 2024  Seek state funding to support the Sheriff's office for assuming duties previously handled by the State Police, reflecting the cost savings from transferring these  responsibilities to the County  Finance (Supports the County's Strategic Priorities, #1-6)  Reform the Commonwealth's Compensation Board's funding formula to fairly reflect Modernize and re-index the eVA website while providing training for all government Propose legislation allowing home-based and small business owners the option to either continue being taxed on their business assets or pay a flat tax without the  the true cost of each constitutional officer.  agencies.  Allow a locality (County) option for a liquid nicotine "vape" tax. requirement of submitting a business asset inventory. Education (Supports the County's Strategic Priorities, #2)  Continue to provide state allocations for local school capital needs by fully funding School Construction Assistance Grants and School Construction and Modernization Grants. These grants assist localities in funding important Continue to invest in local public schools by increasing compensation for K-12 teachers and staff and by creating and funding teacher recruitment and retention Increase funding for summer school and academy programs in order for school divisions to continue providing robust remedial instruction once federal funding expires. This will also provide relief to working families and opportunities for Avoid funding formulas for operating or capital projects that penalize localities that  construction and renovation projects.  programs.  students to receive meals during the summer. support school systems at a high level.  Land Use (Supports the County's Strategic Priorities, #3)  Request that the General Assembly enact legislation to clean up an ambiguity created during the 2024 Session in Virginia Code 15.2-983(D) with the passage of SB544. Request that the General Assembly state specifically that any requirement to obtain an SUP or special exception for a short-term rental that was enacted prior to December 31, 2023 remains valid, and that any such existing requirement can Further request that the General Assembly respect and preserve local authority over short-term rentals and accessory structures and defeat carry-over Bills HB900  be further updated or amended.  and SB304.  Public Notification (Supports County's Strategic Priority #4)  The County requests the General Assembly to amend $15.2-107.1 which requires lengthy and expensive written notices to be published in local newspapers. York County spent on average over $50,000 in recent fiscal years on this type of printed ad. What was once a reasonable requirement to encourage transparency, has become an obsolete unfunded mandate. At a minimum the requirement to publish lengthy, specific text should be eliminated. As an alternative, public notices should    284 October 1, 2024  be required to be posted on official websites and social media platforms where most  people now receive information.  Amendment to Remove Language on Distribution of Excess Clerk's Fees  Remove language pertaining to the distribution of excess clerk's fees mandated by VA Code Section 17.1-285, which entitles the Commonwealth to two-thirds of the  excess fees collected by clerks of the circuit courts.  Unfunded Local Mandates  York County urges the General Assembly to oppose and reject legislation that would impose new unfunded mandates and fiscal responsibilities on local governments or reinstate any "local aid to the Commonwealth" measures. Moreover, the County supports a "First Day of Session Filing" requirement for any  General Assembly Bills having a fiscal impact on localities.  Mr. Bellamy inquired whether the Board of Supervisors had any suggested changes following their review of the information or if they preferred to maintain the Legislative Priorities as presented. He also indicated that the next step would be to share the Mr. Hill, County Attorney, mentioned amending the language to expand the areas where the County can install speed cameras, as discussed in Sheriff Montgomery's presentation. Mrs. Noll_talked about how, in the past, Board members each met with a Delegate or Chairman Roane asked how the themes of the presentation compare to other localities in Mr. Bellamy noted that things that apply to York County are included sO that the Mr. Shepperd reflected that in the past, the PDC would comply with a collection of items to be put in sO that you had multiple municipalities asking for the same thing. Mr. Holroyd asked if the Legislative Priorities needed to be modified to include the hazardous zone the Sheriff mentioned. He noted his support for doing SO. Mr. Shepperd.responded by citing his support but noted that Sheriff Montgomery did not Mr. Bellamy noted Mr. Hill's input in the building of the Legislative Priorities, further Chairman Roane asked if Mr. Bellamy had the other municipalities packages on hand. Mr. Bellamy stated he did not have them on hand but he did have the PDC one available Chairman Roane asked Mr. Bellamy to provide an update on the Strategic Priorities that Mr. Bellamystated that the purpose of this presentation is to showcase the successes the Board has achieved over the past 12 months. He began by discussing Public Safety,  document with the legislative delegation.  Senator in their district and talked individually.  the area.  document reflects the wishes of the greater community.  ask to have it added in.  explaining his collaboration and work with state codes.  for a later date.  have been achieved thus far.    285 October 1, 2024  expressing enthusiasm about the new Sheriff's Office that opened this year, as well as the facility upgrades and generator installations at local high schools. He then addressed educational initiatives, highlighting the enhancements made at Seaford Elementary School and Dare Elementary School. Moving to Economic Development, he emphasized the successful implementation of Restaurant Week and the workboat races, along with the arrival of several new businesses in the area. In the realm of communications and customer service, he referenced the YMCA and the sheltering services provided to the community. Regarding environmental stewardship, Mr. Bellamy discussed upgrades to York County parks designed to enhance residents' services. He concluded the presentation by focusing on the technological advancements that the County has implemented.  Chairman Roane took the meeting into Recess at 8:04 p.m. Chairman Roane reconvened the meeting at 8:16 p.m.  CONSENT CALENDAR  The Consent Calendar was considered and approved on a vote of 5:0  Chairman Roane asked if any Board member would like to pull, ask for clarification, or Mr. Shepperd asked for number five to be pulled for further discussion. He noted his need for clarity as the resolution mandates nothing other than directing staff to develop a plan. Mr. Holroyd explained that the Springfield Road project was advanced by one year due to the need to upgrade the sewer lines before repaving the roadway. He indicated that residents along this road would need to endure three to four additional years of construction traffic. He also noted that Mr. Morgan expressed a commitment to providing some form of support to the residents after the construction. Mr. Holroyd stated that the cost of upgrading the sewer lines and covering expenses for the 11 affected homes would amount to approximately 2 percent of the total budget. He concluded by expressing his Mr. Shepperd noted the rationale given but still wondered why the Board had never done Mr. Bellamy responded that Rob Krieger and his Public Works staff have put together a Strategic Infrastructure plan, which they plan to present to the Board. However, Mr. Bellamy said that he has not brought it forward yet due to the high volume of other Mr. Shepperd noted that the resolution merely identifies a project without taking any further action. He expressed that the current procedure does not seem logical to him. He suggested that staff compile all projects into a comprehensive list for the Board of Mrs. Noll interjected by reminding everyone that when the list is compiled, staff will assess which projects reflect a shift in priority based on need. She further stated that while the Board approves the list, staff retains the flexibility to adjust it in response to changes in Chairman Roane communicated that the primary objective of this resolution is to address the needs of the residents of Springfield Road, whose quality of life has been adversely affected and will continue to be until the completion of the project. He emphasized that implementing a grant program to assist those impacted would be a valuable initiative. Mr. Drewry expressed concern that citizens and taxpayers are paying for something they should not be. He noted that if there was a problem, the developer should have been the  offer any comments on the consent items.  support for this initiative. this for a sewer project before.  projects that are being worked on.  Supervisors to review. the environment.    286 October 1, 2024 project.  one paying for it. He asked who is currently paying for the tap fees associated with the Chairman Roane noted that the grant program will hopefully find the funds to pay for the folks who can not. However, if that is not the case, the homeowner pays, or the County Mr. Shepperd pointed out that County policy is that if you extend sewer and it touches Brian Fuller, Deputy County Administrator, addressed the issues by clarifying the available resources. He began by noting that there are grants accessible for low-to- moderate-income individuals to assist with sewer fees. Mr. Fuller explained that their objective is to present the Board with a comprehensive plan outlining the costs, potential funding sources, and considerations for the Board's deliberation. He further indicated that he could organize the listed projects according to established criteria and present them back to the Board, including a prioritization of the projects for the Board's approval. Chairman Roane concluded the discussion by informing Mr. Bellamy that they would collaborate to identify a suitable time to incorporate this resolution before the end of the year. He then invited Chief Kopczynski to come forward and discuss the Fire Department's Chief Kopczynski commenced by discussing the FEMA Urban Search and Rescue Task Force deployed to Orlando, Florida, to support hurricane relief efforts. He noted that two members of York County Fire and Life Safety are participating in this mission. He outlined the various locations the team has visited since September 24, 2024, with the most recent deployment in Western North Carolina. He mentioned that while average deployments typically last between 8 to 14 days, this particular deployment has been extended to 24 days. Chief Kopczynski conveyed his pride in the team members, emphasizing that the Urban Search and Rescue team is among the most esteemed in the nation. Chairman Roane expressed his gratitude to Chief Kopczynski for the update and conveyed his hopes for a safe and timely return home for the team. He then inquired about York County's preparedness to assist if a situation arose in which not all residents could Chief KopcanskLresponded by encouraging residents in high-risk areas to evacuate whenever possible and to utilize resources such as "Know Your Zone Virginia" to identify storm surge evacuation zones. He highlighted the availability of public shelters, including schools that are opened during evacuations, and discussed partnerships with the YMCA to Chairman Roane_concluded by thanking Chief Kopczynski for his time and asked for a Mrs. Noll moved that the Consent Calendar be approved as submitted, Item Nos. 4, 5,6,  can, mentioning that the Board can talk more about other options.  your property, you must pay the tap fee.  efforts related to hurricane relief.  evacuate.  enhance shelter flexibility.  motion. and 7, respectively. On roll call the vote was: Nay: (0) NEW BUSINESS None.  Yea: (5) Holroyd, Noll, Drewry, Shepperd, Roane    287 October 1, 2024  OPEN DISCUSSION  Mrs. Noll initiated the open discussion by presenting the new "How to Start a Business in York County" pamphlet. While acknowledging the existence of an older version, she emphasized the intention to revamp it to better showcase the opportunities available in York County. She then introduced Kristi Olsen from Economic Development and Tourism Ms. Olsen explained that, following the merger of Economic Development and Tourism, many programs were rendered inactive due to the impact of COVID-19, resulting in outdated materials. She outlined that the first year post-merger focused on enhancing accessibility to information for businesses and revamping the Economic Development website to improve navigation for both existing and prospective businesses. In the second year, the emphasis shifted to improving communications and outreach, leveraging marketing expertise to expand available services. This included refreshing the old brochure with updated content, incorporating a checklist, and developing a more comprehensive guide for business development. Ms. Olsen also highlighted the relaunch of grant programs within Economic Development and Tourism, which included increased funding. She concluded by noting that both print and digital formats have effectively reached businesses, with future efforts focused on further enhancing outreach and information Mr. Holroyd discussed a recent fundraiser he attended for the Lackey Clinic, noting a high turnout that resulted in over $110,000 raised for the organization. He then mentioned that the Yorktown Library met with the Friends of the Williamsburg Regional Library Foundation, commending their successful fundraising efforts, which have amassed a capital fund of four to five million dollars, with 5 percent of that amount being returned to the libraries annually. Mr. Holroyd explained on how Kevin Smith, Director of Library Services, and the staff actively engaged with this approach to explore ways to enhance Mr. Drewry shared the progress of the old Pop's Drive-In. He mentioned that he went and talked to the owners about the progress. The owners have raised the new roof and started Mr. Shepperd talked about Hurricane Helene and preparation for future storms. He reflected on the severe impacts of recent hurricanes, sharing personal experiences related to flooding and property damage faced by residents, including his brother in Florida. He emphasized the importance of preparedness, citing historical storms and the devastating effects of flooding. Mr. Shepperd discussed the inadequacy of insurance policies, particularly high deductibles, and highlighted the challenges homeowners face in recovering from such disasters. He urged residents to document their properties and be aware of insurance processes to navigate recovery effectively. He concluded by mentioning ongoing challenges related to housing shortages for those displaced by storms. Mr. Shepperd also commented on a tour of historical documents, expressing admiration for their beauty and the potential to share them with the public. He raised concerns about property fraud, sharing a troubling incident where a fraudulent property sale occurred without the owner's knowledge, alerted only by a neighbor. Mr. Shepperd highlighted inefficiencies in the current property management system and the challenges posed by notary fraud, particularly. regarding a case involving an out-of-state notary. He proposed implementing a more efficient document filing system to help detect fraud early, suggesting that the local government consider commercial filing options to streamline the process and better protect residents. Mr. Shepperd emphasized the need for improved communication and resources to assist constituents in monitoring their property records and taking action against fraud. He encouraged further discussions with the county board to enhance the Chairman Roane concluded the discussion by inviting everyone to the National Coffee with a_Cop Day event tomorrow at 9:00 AM in the community room at the Sheriff's Office. He highlighted the enhanced functionality of the new building, noting that it has significantly  to provide further insights into the changes.  accessibility.  their own board and establish a similar foundation.  the asbestos abatement, and Mr. Drewry praised the progress.  system and safeguard citizens' property rights.    288 October 1, 2024  improved access to services for the community. Mr. Roane shared his own experiences visiting the office more frequently over the past year, underscoring the many positive changes and increased utility the new facility offers. He encouraged residents to consider utilizing the community room for events, such as HOA meetings, and to reach out to the Meeting Adjourned. At 9:21 p.m. Chairman Roane declared the meeting adjourned sine  Sheriff's Office for scheduling.  die.  a 1  EM A G. Stephen Roane, Jr. Chairman York County Board of  Mark L. County Admimistrator EAk  Supervisors