Minutes Regular Meeting July 09, 2024 Floyd County Board of Supervisors 1. Called to Order - Chairman Turman called the meeting to order at 8:30 am. 2. Opening Prayer - The opening prayer was offered by Supervisor Bechtold. 3. Pledge of Allegiance - Supervisor Kuchenbuch offered the Pledge of Allegiance. 4. Quorum - Dr. Millsaps called the roll. A quorum was found of all Supervisors. PRESENT: Joe D. Turman, Chairman; Jerry W. Boothe, Vice Chairman; Linda DeVito Kuchenbuch, Kalinda Bechtold, and Levi Cox, Board Members; Linda Millsaps, County Administrator; Kim Chiddo Deputy County Administrator/CFO, Danny Lowery IT Operations Manager to live stream and film the meeting. 5. Approval of Agenda - Onamotion by Supervisor Cox, seconded by Supervisor Kuchenbuch and approved unanimously to approve the agenda as amended adding 6.A Approval of Disbursements = On a motion by Supervisor Boothe, seconded by Supervisor Bechtold, to approve both the disbursement checks. 7.Approval of Minutes - On a motion by Supervisor Cox seconded by Supervisor Kuchenbuch and unanimously carried to approve the minutes from 06/25/2024. 8. Presentations: a. Dr. Cromer, Floyd County Superintendent Dr. Cromer updated the board on the following: No School Board meeting in July Hired a reading specialist As of late it is planning and budget review Approved Strategic Plan For 1st time in 3 years School was able to put money into Capital Funds -1- Carry over includes grant funds from the state, textbooks, and capital On. June 28th State deposited $90,000 for use in FY25 budget - security improvement funds. b. David Clarke, Virginia Department of Transportation Mr. Clarke gave an update on the following: Maintenance on the following: Working on graveling Working on Patching Summertime cutting Patching work Also concentrating on the area around the upcoming Floyd Fest Supervisor Kuchenbuch noted that Starbuck looks great and questioned the contractor used. Mr. Clarke validated the contractor and Supervisor Kuchenbuch stated they do a great job and seem to have a pulse on the County. Also discussed was the request for the crews to watch/look for dead snags, Ash and Maple, and get ahead ofit. Supervisor Boothe thanked Mr. Clarke and the crew for all the work they have been doing. Note that attention should be paid to the brush getting in front of the signs throughout the county. Regarding Floyd Fest, Supervisor Bechtold shared that she has been hearing that 5 Mile Mountain Road may be used as an alternate Route, and they may want to look at that. Also, thanked Mr. Clarke and the crew for all the mowing and blowing of the Supervisor Cox asked ifLocus Grove was on the list for culvert replacement. Mr. Clarke stated that he was unsure but will look into it and follow up. clippings. Supervisor Turman stated that all the recent rain it has done a job on Reece Road, and this is the roughest Supervisor Turman has ever seen it. Supervisor Turman shared that he is thankful for all the work Mr. Clarke and his crew continue to do for the county. 2- C. Jacob Agee, Director of Parks and Recreation: Mr. Agee gave an update on the following: (Provided document) ELEMENTARY SCHOOL BALL FIELD WORK PLAN Project FCPS Elementary Ball Field Renovation Project Manager Jacob Agee Date 6/17/2024 Introduction FCPS ball fields have fallen into a state of disrepair, creating potentially unsafe playing conditions for our athletes. Thej purpose oft this plan is to get alll ball fields back to aj playable, safe condition Census data and participation numbers show us that CES: and FES have by fart the highest usage rates based on data from 2019-2024, however, this work plani includes some level of renovation to all fields within the county. CES: and FES will receive infield mix to correct lagging gradei issues, whereas WES and IVES will not. Each field willl bet tilled, rough graded, and receive a new set of bases. Each field (except the: aux field at FES) will receive a small shed with the necessary equipment to maintain the fields. Below aret the steps required toj partially renovate each field: 1) Cut any creeping grass/lip out (ABI Rascal MVP, profile blade). Remove all vegetation 2) Check the grade of the infields by pulling a string tightly from one edge of the field to the opposite side. Do this several times to geta good understanding ofl highs/lows on the 4) Remove any unwanted suracing/mpurities (mainly cinder at FES). (Tractor or skid within thej parameters given by the administration. from and edge infield. field. steer) 3) Remove old/existing base anchors 5) Deep tilli infield surface to a depth of3-4" (Tractor ort tiller) 6) Add infield mix and spread (tractor or skid: steer) 7) Rough grade (ABI Rascal MVP, box blade) 8) Finish drag several timesi in a row (ABI Rascal MVP, leveling bar) 9) Roll with 1-ton (or heavier) roller. (Existing equipment at rec park) 10)Naill Drag lightly (ABI Rascal MVP, vibraflex attachment) 11)Finish drag for the final time (ABI Rascal MVP, finish drag) FCPR is working with citizens in the community to coordinate' "volunteer" workdays. Andrew Morris has pledged his help and a group of volunteers at FES.' The: schedule is tentative and will depend on the availability of volunteers. In an attempt to use volunteer labori int the most effective manner possible, and because we will plan our work on evenings rather than a weekend, we felti it necessary to break the work down into days or manageable "chunks" based on thel labor required to complete each task. We estimate there is around 12-151 hours of labor for each individual infield. -3- INTRODUCTION, CONTINUED DaylrCPR/Volnter. Work day(4-6hours) 1) Wet fields ifnecessary (based on recent rainfall amounts) 2) Remove creeping grass/lips 3) Remove cinder/unwanted top dressing 4) Rough check grade 5) Transport any equipment Day1:Volunteer: and FCPR workday (3-5hours) 1) Tilli infields to a depth of 3-4" 2) Add infield mix + spread 3) Install bases 4) Rough Grade Day 2: FCPRworkday3-4houn 1) Finish drag several times in a row 2) Roll field 3) Nail Drag 4) Final finish drag Budget $22,000 total allocated from the BOS. Possible (likely) donations from the community. IndividualCosts: Kobalt Landscaping rake- $69.99 Champro Bases- $124.89 Base Whiskers- $12 for set of3 Base cleanout tool- $8.09 Martin Home Plate- $54.59 YITA 6x3' steel finish drag- $139.99 Patiowell 5x3 galvanized steel shed- $159.99 Infield mix $52/ton Estimated cost persite: CES: $6326.00 FES: $6776.00 WES: 4- $1065.00 IVES: $1065.00 ABI Box Blade: $631.35 (quoted at $549, added 15% for S&H) Trucking quoted at $5600, cost is added to the' Total $$ TOTAL: $20,832 Left al buffer of $1,168.00 forunforeseen costs/to ensure my budget can absorb all costs. Barriers/challenges 1) Skid: steer/tractor to apply mix and till at CES and FES. Getting the IF mix to the school is onei issue- the otheri is spreading it once on-site. We will: need to coordinate the use ofa 2) Water for day 0 activities (fire truck?). Ifthei infields arel brick-hard, our equipment will be rendered nearly useless when attempting to ripi into the fields, especially with a cinder surface. Watering your infield before a renovation is standard practice and would make 3) Tillers. Our ABI MVP machine can handle/is built for renovations oft this nature. However, at tiller would make ripping the old surface much quicker and easier for our volunteers. 4) Transporting our equipment. FCPR does notl have at truck, al roadworthy or trailer big enough to transport our gator, ABI MVP and roller. May need help from the transfer 5) Ongoing maintenance moving forward? Fields will need tol be nail drug at least once per week, and finish dragged at: a MINIMUM of twice per week tol keep a consistent grade (even int the off season). Rodney Jordan confirms each field needs this baseline level of tractor or skid: steer. work on day 1 much, much easier. station on this. maintenance toj protect our investments. Per School Work Breakdown CES: Old Field: Noi infield mix, full: set of field equipment, surface reconditioning New Field: 24-toni infield mix added, full set ofequipment, surface reconditioning Front field: 24-ton infield mix added, full: set of equipment, surface reconditioning Back Field: 24-ton infield mix added, full set of equipment, surface reconditioning Aux field: Noi infield mix, partial set of field equipment, surface reconditioning FES: WES: reconditioning IVES: Noi infield: mix, purchase al hand aerator, 1 bag of good quality seed, full set of equipment, surface Noi infield mix, full set of equipment, surface reconditioning -5- 9. Public Comment- David Whitaker, Court House District Mr. Whitaker asked the board to change the schedule of the Closed sessions during the Board of Supervisors meeting. Mr. Whitaker asked the board to consider changing this. Mr. Whitaker also noted and questioned the camera that is placed at the corner of Main Supervisor Boothe shared that the Camera is for traffic purposes and crosswalk purposes. Supervisor Boothe noted it is not a speed camera like the ones in more city areas. Supervisor Boothe also stated that this is a VDOT-financed project, and no and Locust Street. monies from the County were invested. need to occur after the closed session. Supervisor Bechtold added that the agenda schedule is set as there may be actions that 10. Old Business: a. CDBG Plat review fees: Karla Turman, Planner, gave the board an update on the continuing CDBG housing project. Mrs. Turman presented to the board their wishes to waive the fee for the Plat review. Aconversation ensued regarding the project and request. On a motion by Supervisor Bechtold, Seconded by Supervisor Cox and carried to approve the request to waive the plat fees for the continued CDBG housing project. Supervisor Bechtold - yes Supervisor Cox - yes Supervisor Kuchenbuch -y yes Supervisor Boothe = no Supervisor Turman -! yes Supervisor Boothe noted the potential or actual conflict of interest. 6- 11. Closed Session: On a motion by Supervisor Boothe, seconded by Supervisor Bechtold and passed unanimously, the Board voted to move to closed session under S 2.2-3711 A3,522-3711A5, and S 2.2-3711A.8 Supervisor Bechtold - yes Supervisor Boothe - yes Supervisor Cox-yes Supervisor Kuchenbuch - yes Supervisor Turman - yes a. $2.2-3711 A.3-D Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Building ACqusmonmanenance b. $2.2-3711A. 5 Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business ori industry's interest in locating or expanding its - 2.2-3711A.8 Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. 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. Volunteer Rescue, Reimbursement for facilities in the community. Potential Business Expansion Services rendered. Onan motion by Supervisor Kuchenbuch, seconded by Supervisor Bechtold, and unanimously carried, the Board voted to come out of closed session. Supervisor Bechtold - yes Supervisor Kuchenbuch - yes Supervisor Boothe - yes Supervisor Cox- - yes Supervisor Turman - yes -7- On a motion by Supervisor Boothe seconded by Supervisor Cox, and unanimously carried, the Board certified that the Board only discussed those matters they went into closed session for. Supervisor Bechtold - yes Supervisor Boothe -yes Supervisor Cox-y yes Supervisor Kuchenbuch - yes Supervisor Turman - yes 12. New Business a. Environmental Ordinance: Onamotion by Supervisor Boothe, seconded by Supervisor Kuchenbuch and unanimously carried to approve County staff to move forward with the public hearing to amend the current Environmental Ordinance due to the new regulations found in the Virginia administrative code 25-8 75-10 et seq. b. Fiscal Year 2025 Budget Resolution of Appropriation: Ona ar motion by Supervisor Boothe, seconded by Supervisor Kuchenbuch and carried to approve the Fiscal Year 2025 Resolution of Appropriation. Supervisor Boothe -y yes Supervisor Kuchenbuch - yes Supervisor Bechtold = no Supervisor Cox -no Supervisor Turman yes 13. Board Time Supervisor Boothe stated that he would like to re-visit forgiving the County's loan to the Floyd-Floyd Public Service Authority. Ad conversation ensued about the origin of the loan and its history. -8- Onamotion by supervisor Boothe, seconded by Supervisor Cox and carried to approve the forgiveness of the Floyd-Floyd Public Service Authority loan for $307,390.68. 14. County Administrators Report - Dr. Millsaps offered the following information about staff activities. a) Personnel Policy b) Independence Day Celebration c) OAA update d) Parks and Recreation review e) Staffing 15. Correspondence = Deputy County Administrator Chiddo gave the board an overview of items in the correspondence packet. 16. Adjournment - On a motion by Supervisor Cox, seconded by Supervisor Kuchenbuch, and passed unanimously, the Board voted to adjourn until the next meeting on 07/23/2024 at 7:00 p.m. gD urmen Chairman, Joe Turman Cok - SMity County Administrator Linda Millsaps 9-