Minutes Regular Meeting November 19, 2024 Floyd County Board of Supervisors 1.Called to Order - Chairman Turman called the meeting to order at 8:30 am or soon 2. Opening Prayer - The opening prayer was offered by Supervisor Bechtold. 3. Pledge of Allegiance - Supervisor Bechtold offered the Pledge of Allegiance. thereafter. 4. Quorum - Kim Chiddo called the roll. A quorum was found. PRESENT: Joe D. Turman, Chairman; Jerry W. Boothe, Vice Chairman; Linda DeVito Kuchenbuch, Kalinda Bechtold and Levi Cox Board Members; Kim Chiddo, Deputy County Administrator/CFo, Jenny Tolbert, Administrative Accounting Specialist, Danny Lowery IT Operations Manager to live stream and film the meeting. 5. Approval of Agenda - On a motion by Supervisor Boothe, seconded by Supervisor Kuchenbuch and unanimously carried to approve the agenda with the following amendments: 8.h.ii-F Floyd Regional Commerce Center = Phase III Bid 12c. Drug Asset Review and Appropriation 6. Approval of Disbursements - On a motion by Supervisor Bechtold, seconded by Supervisor Cox and unanimously carried to approve the disbursements as presented. 7. Approval of Minutes - On a motion by Supervisor Boothe, seconded by Supervisor Kuchenbuch and unanimously carried to approve the minutes from 10/22/2024. 8. Presentations: a. Dr. Cromer, Floyd County Superintendent Dr. Cromer updated the Board on the following: Nurse at the High School has been recognized as National Certified School Nurse Golf Team State Championship, Cross Country Athletes, Football Regional Tournament Cell Phone Policy = "Bell to Bell" policy will be up for vote in December Learning opportunity for "Hot Legal Topics" -1- Second Quarter of the Strategic Plan begins - Focus on Operational Efficiency Thinking ahead for budget calendar - planning has already begun Capital Agreement Plan will be implemented Senator Stanley came to view the CCDC Supervisor Kuchenbuch asked if the new buses had arrived, and Dr. Cromer confirmed that they arrived two weeks ago. b. David Clarke, Virginia Department of Transportation Mr. Clarke updated the Board on the following: Confirmation that Bluebird Lane is eligible for secondary construction funding for hard surfacing Check dead and broken trees on Sunny Ridge Request for extent of Rt8 overlay for summer 2025 Tree blocking sight distance at Shawsville Pike and Diamond Knob Culvert problem at 1838 Stuart Road-Mr. Moran Pine Forest request for dust control and possible speed study Check new pavement over bridge work on Indian Valley Road Check the asphalt patch on Alum Ridge Request for No Outlet sign on Moles Road date sO that more information can be obtained. Discussion on the abandonment of old Route 58 - this matter was tabled until a later C. Chad Alls, Director of the Department of Social Services Mr. Alls updated the Board on the following: The renovations on the old County Administrative Building are almost complete and the staff is very happy with their new space. Mr. Alls invited the Board to stop by to tour the new facility DSS is now fully staffed The fuel program started in October increasing expenses 15 Children in the Foster Program currently Hurricane Helene did not have a negative impact for the Floyd County DSS d. Missy Keith, Treasurer Mrs. Keith updated the Board on the following: 30 CDs total for the County - Rates are now between 4.17% and 4.41% and will be frozen at 4% as they mature per an agreement with Skyline National Bank. -2- The Humane Society held a Rabies Vaccine Clinic at Citizens Telephone Cooperative and Mrs. Keith attended to sell dog tags on site. Nineteen dog tags New employee, Amanda Reinhard is doing a great job of collecting delinquent were sold. taxes. Supervisor Boothe asked if there were any changes to the DMV Stop program and Mrs. Keith stated that there are no changes at this time employees have to recertify each year and any changes would likely be made at that time. e. Paul Kitchen, Chair of the Board of Elections Mr. Kitchen read the following statement: Good Morning Fellow Citizens. Mr. Chairman, Members of the Board ofs Supervisors, County Administration Staffand Ms. Campbell sends her regrets. She is participating in a training online seminar lam pleased to report that the Floyd County Electoral Board has certified the results of the November. 5, General Election. However, the State Department of Elections is still The November 5th election was a big one in terms of importance and the size oft the turnout. Your election management team has prepared and managed the election very well. We had anticipated a high voter turnout resulting in 9693 ballots cast. That is 78.47% oft the registered voters. That is the 10th highest turnout in the state! The total was split between 4367 early in person, 4570 election day, 130 provisional and absentee ballots cast equaled 626. We had. 315 curbside voters. preparing for a statewide post-election risk limiting audit. reviewing the results and has not released the abstracts of votes. Planning. for this election was critical. We held several planning meetings including a security planning session with key emergency services personnel, the Department of Homeland. Security, Dr. Cromer, VDot, and our Office of Elections team. The planning paid off with no safety, security, Early voting was exceedingly popular! The interest in this election brought voters out well in advance of election day. Our team ofe early voting officers did a terrific job. We had manyfavorable comments about how easy it was to vote early and how well the team performed their duties. The space we used was aj factor as well and we thank Ms. Vaughn and the County. for their help to secure the use oft the auxiliary courtroom. ori infrastructure incidents reported. -3- We recruited, trained, and deployed sixty-three election day officers to work at the precincts. They did a very good job handling the crowds efficiently and assured a safe, secure, and accurate election. The teams did so well that the Electoral Board's post- Our next task is to complete a post-election risk limiting audit. This statewide audit involves a hand count of randomly selected ballots to confirm that election results are election canvas found no errors in the results reporting. correct. We will be auditing the senatorial race. Overall, we are happy with the work our team has done. It takes a dedicated, hardworking staff and officers to run an election. Based on feedback from our team Ineed to acknowledge Ms. Campbell. As you know: she had just been hired, starting on September 9, and officially taking over as the General Registrar on October. 1. She dug in, got to work, and did an outstanding job directing her first election. Afull-blown Presidential election! Once the election is wrapped up, she will be turning her attention to an administrative review of the Office of Elections and working to improve organizational and operational effectiveness and efficiency. Looking ahead we have two elections to manage in 2025. However, before those elections we have numerous other tasks including election security evaluations, various system, and infrastructure reviews to approve, and voter list maintenance to On a different subject. Skyline Bank has begun construction of their new bank. Once they vacate this building you will be looking at how to use the space. We very much need to be included in any plan to relocate the Office of Elections. It is particularly important that we work closely with you and your facility planning team to assure proper configuration of a new space so that we can provide good customer experience and meet the State Department of Elections safety, security, and accessibility and voters, a particularly good job was done. keep up with. requirements. Thank you - do you have any comments or questions? Chairman Turman welcomed Sheriff Craig to present noting he was not originally on the agenda however, the agenda from this meeting on will include an agenda item for Constitutional officers to present. f. Brian Craig, Sheriff Sheriff Craig updated the Board on the following: NRVRJ will send a cleanup crew to the Buffalo Mountain green box site to Currently have one officer in the Piedmont Academy and one more officer starting the academy in January. There is one position open in Dispatch. clean up the debris from recent bear activity. Supervisor Cox asked Sheriff Craig about the current condition of the patrol vehicles and Sheriff Craig responded that the ARPA grant was able to provide some new vehicles and the lease agreements with Enterprise are working well within the budget by cutting down on maintenance costs on aging vehicles. g. Kevin Sowers, Director of Public Safety - Karla Turman, Floyd County Planner Mr. Sowers and Mrs. Turman updated the Board on the following: Mr. Sowers and Mrs. Turman attended a VDEM/FEMA Meeting in Radford recently about mitigation funds for Hurricane Helene damage. Floyd County was without electricity for approximately three days and is eligible for possible funding from the grant. Mrs. Truman shared her notes from the meeting with the Board. Notes from 11/13/24 Post Disaster Technical. Assistance Visit with FEMA & VDEM Kevin. Sowers and Karla Turman Attended Acronyms: BCA - Benefit Cost Analysis BRIC - Building Resilient Infrastructure and Communities EHP. - Environmental and Historic Preservation dept of FEMA FMA - Flood Mitigation. Assistance Grant Program HHPD - High Hazard Potential, Dam HMGP - Hazard Mitigation Grant Program HMP. = Hazard Mitigation Plan NOFO - Notice of Funding Opportunity PA -A Public Assistance Funds VDEM- VA Dept. of Emergency Management Our Hazard Mitigation Plan has expired It has to be in good standing and adopted to be eligible forfunding. We have 15 months from date of disaster declaration to be in good: standing (around December 2025) Christy said it would probably go to communities, for review in February We can do steering committee review and community outreach at the same time - FEMA will still review applications even if plan is expired! What we: should put in the plan to help Make sure. Special Districts are covered. That includes the PSA. If PSA wants to participate and do their own opplcaton/monogemen. they need to do their own community outreach and be a participant in the planl Once the plan is adopted, projects can be added Information that is wise to collect: More details for projects (like # of times a road has been closed due toj flooding or structure failure, how many, people that closure affects every time, etc.) Whor runs the projects, where the funds come, from, etc. Buckets of Money: Post-disaster: HMGP PA (FEMA$for critical infrastructure) 15%0 offunds go to hazard mitigation Amount not announced yet, but looking to be around $40 million VDEM controlled Pre-disaster (NOFO not released yet): Money that is dedicated to the state to disburse Money for nationally competitive grants Flood mitigation for NFIP Communities In the back of the Planning section of notebook: Money available to be used as match Requires aj flood resilience plan Swift Current $10 mil or NFIP Insurance communities (given to state) Environmental and Historic Preservation dept of FEMA: All FEMA projects go through EHP compliance review EHP involved in all public assistance projects May ask for GPS coordinates (?) Pictures of subjectfrom different angles and facades. Save as jpg file, landscape orientation Buildings older than 45 years old are evaluated for historical, preservation 6- Engineered drawings and other technical documents EHP even reviews planning projects FEMA provided average estimates, for projects across the. state: Generators - 33k-4.7mil Acquisitions- - 80k-2.5mil Flood control- -150k-2.4mi Plans-135k Stormwateri Infastiucture-13koy Eevaions-200k-29m. Budget narrative required by FEMA: SRMC-S Sub-Recipient Management Costs - 5% of total cost ofe everyproject-1008 Federal share, so "free money" FEMA has penalized VA for not using this Timeline: 12-18 months from submittal to approval Benefit Cost Analysis: Ifproject is less than. $1 mil, full BCA not required. Write narrative on letterhead" Why do you need it? / Number of people it would help? L What are you going to do? Ifproject over a; $1 mil, FEMA can help with BCA It's only a took) for applicants to help figuring BCA. Can download the FEMA BCA app and work on figures to determine BCA. Input is not sent to FEMA. . It was mentioned that the BCA discount has changed from 7% to 3.1%. Discussion was over my head 406 Mitigation Public. Assistance. funds are usually "build back as before" Section 406 of the. Stafford. Act allows the funds to be used as "build back better" (instead of replacing old water/wastewater pipes with same type of pipes, could replace with better pipes) *Flag those projects in the HMP that may be eligible for4 406 funding (PSA, etc.)* May or may not require BCA Congressional Funding: 7- This was a "we didn't tell you this"s subject Congress canj fund a project. Get Congressional rep involved and can go to Congress andj fight for their funding Advanced. Assistance (Hazard Mitigation. Assistance): Could pay) for the "What if" ideas (i.e. H&Hstudy, early estimate offunding, is it cost effective, etc.) There is a match involved Could be an in-kind match (i.e. data, office space, staff time, etc.) There is no cap Direct Technical. Assistance (Brick funded): Submit general problem 5-year plan for funding Several agencies come to the table andj figure out where. funding can come from. Possible outcome is a VDEM: Pre-application is open. Work with Lauren Tanner VDEM Priorities: Help with affected areas (i.e. those affected. by Helene..money will not go to NOVA, etc.) Flooding projects Funding. for PDC to help with plan VDEM can direct us to what program/agency we. should reach out to Project types: - HMGP (Helene $) - generators BAIC-(mrostrnucturer, Capability and capacity building VDEM EMGRANTS Applications are open and reviewed on a rolling basis through December. 2025 - FMA DAMS (annually): High Hazard Potential Dam HHPD)-lbreok/ais; at least one life would be lost. Requires an inundation map Thej feeling that Kevin and Ireceived from the meeting and. speaking to VDEM staff is that an Supervisor Boothe had questions about when the funds for the generators would be received and Mrs. Turman explained that once the application is completed, we will have a better understanding ofthe funding. application, for generators for the PSA would most likely be approved. 8- Supervisor Kuchenbuch asked Mr. Sowers and Mrs. Turman ift they were confident that Floyd could receive funds from FEMA and they agreed that they felt this process would be beneficial to Floyd County. h. Mark Bolt, Director of Facilities and Building Official Mr. Bolt updated the Board on the following: New bleachers at the Parks and Recreation Department Reviewed the maintenance cost of the trash truck repairs at the Transfer Station on the 2011 Trash Trucks. We often have to rotate the trucks due to maintenance issues. The drivers are working 7 days a week because of The Supervisors discussed comparing the price of having a third-party service to haul in the waste from the green boxes versus purchasing and maintaining new having to rotate the trucks that are operable. trash trucks. - Lydeana Martin, Community and Economic Development Sarah Chapel, VDEM Presentation on Outflow Stream Gages FLOYD VIRGINIA Stream and Rain Gages: To Better Understand Water in Floyd County 9- Two Purposes Flood' Wering-roOG-warng stream gages and rain gages Volume of Water-Outflow stream gages to helpus-overtime- understand how muchrain waterwe're keeping (recharging) The Water Budget increaseswith more Groundwater Recharge Recharge = Rain € Run-off Evapotranspiration The Volume stream gages also serve as a droughtmonitor Virginia TechRecommended Stream Gauge Sites tomeasure FLOW VOLUME-7sites Factors: Stream size -Access NOTIn Priority Order Can alsol be set toreport Every 15 minutes' for flooding Goose 0 Little River before MC Line WI Forkof Little River and Dodd Little River Bigindlan 2) Greasy @ Burks Fork 10- Costs of "Stage discharge" gages ("Outflow") With these Outflow gages, DEQ staff does regular field calibrations to allow measurement of water Volume There are two types of Outflow gages: Radar VS. Bubbler ($5,781 Tommy Gibson with DEQ checked and found goodRadar type So$40,467 for the equipment for the 7VTlocations; adding in $500 for satellite link for each gage for 2025 brings the total to Vs.$ $8,103) installation spots for each of the 7VT sites $43,967. DEQ will maintain these gages. Virginia Department of Emergency Management new Gages inl Floyd County Rner For These Flood Gages measure water height. but VDEM does not measure discharge/ volume Hufinle Tenya Fork Check Rain Gage Carhape Duncan Rain Gage Poll Gage Fload * Rain stream Gage Shelons Duga ConnerGrove -11- ii. Floyd Regional Commerce Center - Phase II Bid Floyd Regional Commerce Center Phase 2: Road and Utilities The low-bid fort the Floyd Regional Commerce Center Phase 2 Road and Utilities came in at $3,019,343. .This includes $75,343 for al bike-pedestrian path that would run beside the road (separated, not al lane). Peryour direction, that was a bid additive and not part of the base bid. Itis possible thati if we hit more rockthan expected that the mass rock and trench rockwill exceed the allocated $261,0001 for that. But we have $4,900,000 in grant funds for construction and we can'tu use it for anything else. 12- Bike-pedestrian penents/opportuntues Current businesses like this as an amenity to help improve Itwould be a safer places for those already walking at the Bike/ped amenities is becoming the standard and prospects exercise and health for employees. Commerce Center generally like it Bike/ped is popular with many employees Grant funds would cover the construction cost Floyd Regional Commerce Center Phase 2: Road and Utilities Withy your decision, we will submit the bid package to VDOT for authorization to proceed. It can take 30 business days, but I'm hoping we'll receive it by the end of December. Faulconer Cosntruction expects to beginwith clearing the sitei thisv winter, as weather allows. Construction is expected1 to take 11 months. - -13- 9. Public Comment = Chairman Turman read the statement related to ADA participation and opened the floor for public comment, with a 4-minute limit. The speakers were as follows: Paul Kitchen - Little River District Mr. Kitchen wanted to update the Board on the fact that the Abstracts from the recent Presidential Election have been completed and he will get these to the Board. He also wanted tos say that he is in favor of the Bike-Ped path at the Regional Commerce Center. He is a cyclist and would like to see this brought to Floyd. He would also like to see the Board of Supervisors' closed sessions be moved to the end of their meetings. Andy Finn - Little River District Mr. Finn is the Chairman of the EDA and is in favor of the Bike-Ped path at the Regional Commerce Center. There has been a lot of support for this in the recent EDA meetings. There is a growing population of cyclists in the community. He believes that this path will help with public safety for people who enjoy walking and cycling. 10. Closed Session = On a motion by Supervisor Boothe and seconded by Supervisor Cox and unanimously carried to enter into closed session under $2.2-3711 A.1,A.6 and A.7. a. $2.2-3711 A.1 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; and evaluation of performance of departments or schools of public institutions of higher education where such evaluation will necessarily involve discussion of the performance of specific individuals. Any teacher shall be permitted to be present during a closed meeting in which there is a discussion or consideration ofa a disciplinary matter that involves the teacher and some student, and the student involved ini the matter is present, provided the teacher makes a written request to be present to the presiding officer oft the appropriate board. Nothing in this subdivision, however, shall be construed to authorize a closed meeting by a local governing body or an elected school board to discuss compensation matters that affect the membership of such body b. $2.2-3711 A.6 - Discussion or Consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially, the financial interest of the governmental unit would be adversely affected. Transfer Station and ARPA or board collectively. Planning Commission 14- c.$2.2-3711A.7- - Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in an open meeting would adversely affect the negotiating or litigating posture of the public body. For the purposes of this subdivision, "probable litigation" means litigation that has been specifically threatened or on which the public body or its legal counsel has a reasonable basis to believe will be commenced by or against a known party. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. Construction Dispute On a motion by Supervisor Boothe and Seconded by Supervisor Cox and unanimously carried, On a motion by Supervisor Bechtold and Seconded by Supervisor Kuchenbuch and unanimously carried, the Board certified that the Board of Supervisors only discussed those the Board voted to come out of closed session. matters that they entered into closed session for. 11. Old Business: a. Wingate Appraisal Service request of extension. Mrs. Chiddo reviewed the letter in the Board's packet requesting an extension to Wingate Onar motion by Supervisor Boothe and seconded by Supervisor Bechtold and unanimously carried, the Board voted to grant the three-month extension to the appraisal team. Appraisal Service. b. ARPA disbursement update On a motion by Supervisor Boothe and Seconded by Supervisor Bechtold and unanimously carried, the Board voted to rescind the $138,000 appropriation to the Floyd County PSA for Ona a motion by Supervisor Boothe and Seconded by Supervisor Bechtold and unanimously carried, the Board voted to approve the purchase of a portable generator for the Emergency generators. Management Department up to $100,000. C. Library Pavillion Project Mrs. Chiddo asked the Board to refer to the documents in their Board packets concerning the construction easement and transfer agreement for the Library Pavillion Project. Onan motion by Supervisor Bechtold and seconded by Supervisor Kuchenbuch and unanimously carried, the Board voted to approve the temporary construction easement for the Library Pavillion Project. -15- Onan motion by Supervisor Bechtold and Seconded by Supervisor Kuchenbuch and unanimously carried, the Board voted to approve the transfer agreement for the Library Pavillion Project. d. Floyd Regional Commerce Center - Phase II Bid Onamotion by Supervisor Kuchenbuch and Seconded by Supervisor Bechtold and unanimously carried, the Board voted to authorize the bid for the Floyd Regional Commerce Center as presented. 12. New Business a. Appointment of Floyd County Planning Commission board member, four-year Onan motion by Supervisor Kuchenbuch and Seconded by Supervisor Bechtold and unanimously carried to appoint David Grimsley to the Floyd County Planning Commission for a term, beginning 12/2024 to 12/2028 4-year term to represent the Little River District. b. Generator Maintenance Bid Mrs. Chiddo reviewed the bids and scoring process to recommend the winning bid to Cummings. Ona a motion by Supervisor Kuchenbuch and Seconded by Supervisor Cox and unanimously carried, the Board voted to approve the Maintenance Bid from Cummings. C. Drug Asset Review and Appropriations Onan motion by Supervisor Boothe and Seconded by Supervisor Kuchenbuch and unanimously carried, the Board voted to approve the appropriation of $65,343.08 to the Floyd County Sheriff's Office for the Local Drug Asset Account and for the Floyd County Administrators office to create an appropriate expense line in the budget for those funds. 13. Board Time Supervisor Kuchenbuch wanted to acknowledge the loss of one of our beloved community members, Lonnie Slaughter. He and his wife Joyce Slaughter have been cherished members Supervisor Boothe wanted to recommend larger signs for the notification of the green boxes being temporarily moved due to bear activity. Mrs. Chiddo stated that the staff has already started this process and that the social media postings have been a great resource for this of our community. information as well. - 16- Supervisor Boothe also wanted to pass along the positive feedback received by the community Chairman Turman would like for there to be a General Ledger Line for selective enforcement for Solid Waste. These would be revenue and expense lines that would be funded by the court on the Franklin Pike green box site. fines collected from convictions on solid-related charges. 14. Correspondence the Board packets. Jenny Tolbert read off the list of documents located in the correspondence folder included in 15. Deputy County Administrator's Report a. Audit Update b. Munis Update : Peer Center d. Staff acknowledgment - Tabitha Hodge 16. Adjournment- On a motion by Supervisor Boothe and Seconded by Supervisor Bechtold and unanimously carried, the Board voted to adjourn the meeting. & DJumman Chairman, Joe Turman Millsaps ChLIa 17.