MADISON COUNTY BOARD OF SUPERVISORS MEETING Date: Location: 4:001 PM- - Tuesday, January 14, 2025 Admin. Building Auditorium, 4141 N. Main Street MEETING #03 January 14th Atar regular meeting oft the Board of Supervisors on Tuesday, January 14th at 4:00. 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 of silence. DETERMINE PRESENCE OF A QUORUMIADOFTION OF AGENDA Chairman Jackson advised that a quorum was present. Chairman Jackson advised amending the following to the agenda: ADDED UNDER DISCUSSION: Marty McGetrick's Criglersville Swinging Bridge Discussion REMOVED UNDER CLOSED SESSION: 2.2-3711(A)(3) Supervisor Dawson made a motion to approve the agenda as amended, seconded by Supervisor Jewett. Aye: Jackson, Kowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Chairman Jackson opened the floor for public comment. With there being no public comment CONSTITUTIONAL OFFICERS, COUNTY DEPARTMENIS, COMMITTEES & PUBLIC COMMENT being brought forward, the public comment opportunity was closed. ORGANIZATIONS 1. Monthly Reports Chairman Jackson introduced Greg Lillard, Madison County's new. Agriculture Extension Agent. Extension Office: Mr. Greg Lillard, Associate Extension Agent, Agriculture and Natural Resources, stated hel has been on the job for about ai month, and everything is going smoothly. Mr. Greg Lillard stated his specialty is crop and soil sciences, but hei is broad and covers al lot of ground. Supervisor Jewett and Chairman Jackson stated Mr. Lillard was a good choice. Chairman Jackson advised Mr. Greg Lillard to share his contact information with the County Facilities & Maintenance: Mr. Moonie Frazier, Facilities & Maintenance Manager, gavea Administration staff SO they could point people in his direction. monthly report and highlighted the following items: Fencing at the. Arcade building is completed. Will do a white stain in the Spring. Christmas Lights will be coming down this week or next week. Supervisor Buchanan shared that the Historical Society appreciated the Facilities & Maintenance Chairman Jackson thanked the Facilities & Maintenance Manager for his help at Hoover Ridge. Parks & Recreation: Mr.. Jerry Carpenter, Parks & Recreation Director, gave a monthly report Manager's work on the Arcade and how responsive he was, and highlighted the following items: Winter Sports just started. Hometown Heros Gala is on February 15th at Renback Barn Human Resources: Ms. Tillie Strothers, Human Resources Manager, gave ai monthly report and highlighted the: following items: Had W-2 training will Tyler-Munis Will start that process at the end oft the week or next week. Animal Shelter: Ms.. Annette Dodson, Animal Shelter Manager, gave ai monthly report and highlighted the following items: December was busy. Thanked the community for their support and donations. Specifically: Livestock Club, Wetsel Middle School's Future Business Leaders of America, and the Piedmont Deli. Participated in Sadie Bar's Senior project for Blue Ridge Governor School December numbers: 17s strays 12 owner surrenders 9transferred in 10reclaimed All vetting was completed. 22 adoptions 6transferred to rescues. 2023 to 2024 comparison Took in Strays 2023:182 2024:172 Owner Surrenders 2023:89 2024:202 - Adoptions 2023:125 2024:277 Transferred 2023:71 2024:130. Animals Handled 2023:324 2024:541 Chairman Jackson stated hel has been watching the Animal Shelter's Facebook page, andi it The Animal Shelter Manager mentioned she had three puppies that she is about to post online. Commissioner of Revenue: Mr. Brian Daniel, Commissioner of Revenue, gave a1 monthly seemed positive, and the animals are being adopted quickly. report and highlighted the: following items: Gave an update on the reassessment. Finance: Mrs. Jennifer Warren, Finance Director, gave a monthly report and highlighted the The FY24 audit is going well with estimated completion being January 31, 2025. following items: Working on the FY26 Budget. Working with Davenport on the Financial Report Emergency Medical Services (EMS): Mr. Noah Hillstrom, EMS Chief, gave a monthly report and highlighted the following items: 165 calls with a ten-minute average response time. No units available occurred 8 times. Was not awarded the RSAF grant. Fully staff The Virginia Office of] EMS officially approved the Community Paramedicine program. Emergency Management (EM): Mr. Gavin Helme, EMS Assistant Chief/ Emergency Management Coordinator, gave ai monthly report and highlighted the following items: Middle School generator = waiting on at three-day break to connect. The new. EOP has been distributed. The donated Starlink equipment is up and running. Emergency Communications Center (E-911): Mr. Sean Ferguson, Director of Emergency Communications, gave a monthly: report and highlighted the following items: InI December, the 911 center took 378 911 calls. Admin calls received were 1,676. Admin calls made were 975. The total call volume for the month was 3,029. Calls for service for the month were 939 with a total for the year of13,868. Radio project: System is up and running and meeting expectations. Greene County's Staffing: One dispatcher in training and attending the. Academy in the first week of portion went live on January gth. February. Two vacancies. Reviewed the numbers for 2024. 45,363 total calls for the center in 2024 There was an increase in calls. Calls for service in 2024 were 13,868. Reviewed radio project progress for the year. Reviewed the Senior Call-In program. Center staffing over the year maintained two vacancies on average. Vice-Cairmanyowel. inquired how many staff the Director of] Emergency Communications The Director of] Emergency Communications responded that total staffing fori the Center: is fourteen including himself. The minimum staffing on the floor is two dispatchers, and fourteen Vice-Chairman Yowell inquired if Governor Youngkin put out something about reclassifying The Director of] Emergency Communications mentioned it was tabled from last year to this year Vice-Chairman Yowell advised the Director of] Emergency Communications to keep an eye on it. would have if fully staffed. dispatchers would allow for three dispatchers during the day. 911 Dispatchers as. First Responders. and it is also being addressed at the Federal level. The Director of Emergency Communications agreed. monthly report and highlighted the: following items: Working on' Tyler-Munis tickets Information Technology: Mr. Bruce Livingston, Information Technology Manager, gavea Preparing fori the EMS move and expects tol have everything ready to go by opening day. Gave an update on the Time & Attendance remote access issue. Preparing for the Commissioner ofl Revenues' CAMA project. There were connection issues last weekend and it was fixed. Setting up email accounts for thel Board of Equalization Continuing to work on IT Trouble Tickets Building & Zoning Department: Mr. Jamie Wilks, Director of Building & Zoning, gavea monthly report and highlighted the following items: Zoning & Planning: Staying busy with PDRC, Planning Commission Workshops, Comp Plan Review and BZA: meetings. Erosion & Sediment Control: Thei monthly DEQ report for E&S isi in the agenda packet. There is al Pre-construction meeting tomorrow for thel Hoover Ridge Outdoor Recreation Center project. Building: The monthly permit report isi in the agenda packet. January 18th is the deadline for the grace period for the current code to expire. Everyone is trying to get their permits before the change to the new Building Explained challenges with new provisions for the Building Code and how they Mr. Karl Bracqbien achieved his Commercial Building Inspector Certification Ms. Janet Henshaw achieved her Zoning Inspector Certification through ICC. Theri is ai new event venue/conference center coming to the Steamboat building. Code. have found a work around. The Old Miranda's restaurant will be opening soon. Supervisor Buchanan inquired if there was any update on the hotel on Main Street. The Director of] Building & Zoning stated he did not have an update and did not foreseei it Supervisor Jewett asked the Director of] Building & Zoning ifk he felt the PDRC (Preliminary The Director ofE Building & Zoning agreed and stated the average person does not know where to anytime soon. Development Review Committee) has been beneficial. begin and this helps give them aj path. Vice-Chairman agreed and stated there are al lot of good Stakeholders present. 2. Approve Minutes: 12/04/2024, 12/10/2024, & 01/07/2025 CONSENT AGENDA Supervisor Dawson made ai motion to approve the consent agenda as presented, seconded by Vice-Chairman Yowell. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0). Absent: (0). SPECIAL APPEARANCES 3. Updated Financial Review -] Davenport The County Administrator stated it is good for the Board tol bej presented with a financial analysis sO the Board can make their best decisions. The County Administrator recognized Davenport and the Finance Director for their efforts. The County Administrator informed the Board this is for their absorption and for any questions they may have. Staff do not have a1 recommendation Mr. Kyle Laux, Davenport staff, was present and presented a Comprehensive Financial Review that was done by Davenport. Mr. Laux highlighted the following points during their tonight. presentation: Davenport is ai financial advisor to Madison County Tasked toj prepare/present a Comprehensive Financial Review to the County Board of Supervisors and the public concerning the County's soverall financial Reviewed Historical financial results (FY2019-FY2023) & reviewed peer comparatives Specifically reviewed median household income, tax base & tax rate trends, the condition. (key financial metrics, ratios, and rates) general fund, and the fund balance) Reviewed existing debt profile for FY2025 and beyond. Reviewed the capital funding analysis. Introduced potential school loans. Reviewed three scenarios ofinterim financing the County could use. While discussing median household income growth, Vice-Chairman Yowell mentioned Mr. Laux stated Madison County is growing and asked what that was ai result of. Mr. Laux responded that they did not dig that far. While discussing the Capital Improvement Plan, the County Administrator reviewed some of the projects that made up the total capital cost. The County Administrator mentioned thel Facilities At the end oft the presentation, Vice-Chairman Yowell stated it was a good report. Vice- Chairman Yowell mentioned it seemed to always be a caveat for school loans that makes Condition Assessment Report is what was used to generate those numbers. Madison County not eligible. Chairman Jackson mentioned the school was able to find a grant for a large amount of money for technology. Chairman Jackson stated the School's CIP committee was going well, but thel Board would need to go through that list. Chairman Jackson stated this is an initial report that is very good and gives them something to work on going into the budget season. There was further discussion regarding the capital budget and future loan options. The Finance Director thanked Davenport and stated she looked forward to seeing the next version. OLD BUSINESS 4. Amendment to. Broadband RDOF MOU- County Administrator The County Administrator reminded the Board that the RDOF challenge that Brightspeed had won had an existing MOU amongst Thomas Jefferson Planning District Commission, Brightspeed, and the Department of Community Housing Development (DCHD). That project is now shifting from Brightspeeed to Firefly and that MOU does not currently exist for Firefly. Staff recommended the Board approve the amendment and authorize the County Administrator Supervisor Dawson made a motion to approve the. Amendment to the Broadband RDOF MOU and authorized the County Administrator to sign the amendment, seconded by Supervisor Jewett. The County Administrator stated the County Attorney has reviewed the MOU and it appears Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). tos sign thel MOU amendment. satisfactory. NEW: BUSINESS 5. Proclamation for National Burn Awareness Week 2025 - Deputy County Administrator The Deputy County Administrator informed the Board that this Proclamation is from MedStar Health, which is based in DC. The. Proclamation is for burn awareness and prevention and this year's focus is primarily on burns in living spaces. The Deputy County Administrator stated staff Vice-Chairman Yowell made a: motion to approve thel Proclamation for National Burn Awareness Week, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, agree with thel Proclamation. Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). 6. WYES Airl Handling Project Funding- County Administrator The County Administrator mentioned the Finance Director ran some: recent numbers, which is why the Board has an updated handout versus what was published in the agenda packet. The County Administrator informed the Board that the school had an air handling unit project on1 the approved FY25 CIP. At that time, it was estimated to cost $1,297,000. After aj proper bid and solicitation, the School only received onel bid for $455,000 over what was estimated ini the FY25 budget. The County Administrator informed the Board that ift they would like to move: forward, The Finance Director reviewed the differences in the analysis that was published in the agenda packet versus the one given to the Board tonight. When they started the FY25 budget season, they did not know how FY24 numbers would turn out and what carry over they would have. They have: received updated FY24 audit numbers since then. The appropriation for capital was only $1,702,000 and that leaves an additional funding need of$364,299 for the remainder ofthis project. The Board could choose tol have the School approve the contract knowing they would there were some options developed by the Finance Director. not do any additional appropriations and would put it in the FY26 capital budget. Another option would be to do the appropriation now to cover the total need. The money will not be used until There was discussion regarding whether the Board wanted to appropriate thei money now or wait tol budget for the total amount in FY26 when it would be paid. The was also discussion about what was currently ini the contingency budget and what would bel lost in interest should the After discussion, the Board agreed to wait until FY26 to give the school the additional money. FY26. Board appropriate the money: now. 7. Hoover Ridge Park Barn - County Administrator The County Administrator stated that on January 7, 2025 he emailed the Board to inform them that heavy snow caused the. A-frame ofthe. Hoover Ridge red barn to now be a V-frame. This incident has been filed with VAcorp, our insurance provider, and Parks & Recreation has an additional policy through VAcorp. The adjuster is supposed to be out either this week or next week tol look at it. After the pre-construction meeting tomorrow for the Hoover Ridge project, the engineer plans to go look at the red barn SO they can create a report for the Board. The County Administrator stated he would like to talk to thel Board at the second meeting in January about thei next steps after hearing from the professional licensed engineers and the insurance adjuster. The County Administrator commended staff and Weaver Works for their efforts with the temporary fencing that was placed around the barn as well as the pavilion where the The Deputy County Administrator stated there is structural damage and having anyone near it Mr.. Jerry Carpenter, Parks & Recreation Manager, stated he was glad no one got. hurt. The County Administrator mentioned the red barn is not registered anywhere as a historic The Board agreed tol bring this item back as "Old Business" once they have more: information equipment is being stored. could lead to al bad situation. designation. from insurance and have an idea about what the project would cost. 8. Planning Commission Reappointment - Deputy Clerk The Deputy Clerk informed the Board that Mr. Petel Elliott is a current Planning Commission member whose term will expire on. January 31, 2025. Mr. Pete Elliott is willing to serve another Supervisor Dustin made ai motion to reappoint Pete Elliott to the Planning Commission, four-year term should thel Board of Supervisors decide to reappoint him. seconded by Vice-Chairman Yowell. Chairman Jackson stated Mr. Pete Elliott has been doing a fantastic. job andi is an asset to the Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Planning Commission DISCUSSION Marty McGetrick's Criglersville Swinging Bridge Discussion Mr. Marty McGetrick was present and discussed his interactions with VDOT staff, Shawn Nelson, and the history ofthe closure ofthe Criglersville Swinging Bridge as well as VDOT's cost estimate to: repair the bridge. Mr. Marty McGetrick expressed his concerns with private Chairman Jackson stated the Board has taken a vote that they do not want ownership oft the bridge. Chairman Jackson asked Mr. Marty McGetrick for clarification that he would like to Mr. Marty McGetrick responded that he changed his mind on the private citizen thing because that is the only thing that will work. Mr. Marty McGetrick stated ifthel bridge is not repaired, this is an accident waiting to happen. Mr. Marty McGetrick stated he called VDOT staff, Shawn Nelson, and asked iftl they would be willing to go back to the original proposal. Mr. Marty McGetrick stated Shawn Nelson informed him he could: not because he had al letter from the Chairman Jackson stated for clarification that VDOT staff, Shawn Nelson, has said that the Board would have to rescind their order, VDOT would then potentially bring the bridge up to citizens taking on what hel believes tol be a government function. start a 501c3 or some type of trust. Board: recommending deconstruction. code, transfer ownership to the County, and then to the trust potentially. Mr. Marty McGetrick agreed. Chairman Jackson stated the Board's questions for Mr. Marty McGetrick are regarding the following: Does hej plan to start a 501c3 or a1 trust, his plan for funding for thel bridge moving Mr. Marty McGetrick stated he was: not sure he could answer those questions, and he would confer with Bruce Clark, an Attorney in Culpeper. Mr. Marty McGetrick further expressed concerns about the County's liability should an accident occur due to the closure oft thel bridge. Chairman Jackson restated the Board's questions at hand and included to that list, "acquiring the right ofways that VDOT does not currently have." Chairman Jackson stated the 501c3 would Mr. Marty McGetrick stated het thought VDOT staff, Shawn Nelson, prepared Easements oft the forward and will there be a legacy ofownership of the Bridge. have tol bel holding those right of ways. right ofways. Chairman Jackson stated they doi not have easements for right ofways. Chairman Jackson stated VDOT tasked the County with getting the Easements and the County would task the 501c3 or Mr. Marty McGetrick suggested the Board and Hannon Wright, County Attorney, work with Chairman Jackson stated that rescinding the vote before a 501c3 or a trust is set up, the funding, thel legacy ofthe 501c3, or the potential right of ways with commitment from landowners with Mr. Marty McGetrick agreed that he would not do it either until the Board got this information. Vice-Chairman Yowell mentioned he spoke with a VDOT engineer that worked for Shawn Nelson and she wasi not surei ifthe funding was available to fix thel bridge since it was: in last year's funding. Vice-Chairman Yowell stated the Board would need written confirmation from Mr. Marty McGetrick stated that it was up to the Board, and he did as much as he could. Supervisor Buchanan inquired ift the surrounding property owners around thel bridge are onboard Mr. Marty McGetrick responded that he knew two ofthem were, but the landowner who is Supervisor Buchanan stated that without all of them onboard, they should not move forward. Mr. Marty McGetrick further expressed concerns about the County's liability should an accident Chairman Jackson stated the County Attorney will check into the liability component again. the trust with that task. VDOT: to get this worked out. would be preemptive oft them. VDOT that the: funding is available before moving forward. with this. against it works for VDOT. occur due to the closure oft thel bridge. There was further discussion regarding the Criglersville Swinging Bridge. After further discussion it was agreed that the County Attorney would research the liability component and then meet with Mr. Marty McGetrick to discuss it further. Mr. Marty McGetrick agreed to meet with his Attorney and bring back to the. Board how the 501c3 or the trust would be set up, how it would bei funded, and what thel legacy would be. INFORMATION/CORRESPONDENCE None. PUBLIC COMMENT Chairman Jackson opened the floor for public comment. With there being no public comment, the public comment section was closed. CLOSED SESSION 231AXDAAAHANE Vice-Chairman Yowell made ai motion to convene in closed session pursuant to Virginia Code Section 2.2-3711(A)(1) for personnel, seconded by Supervisor Dawson Aye: Jackson, Yowell, Vice-Chairman Yowell made a motion to re-convene in open session, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Vice-Chairman Yowell made ai motion to certify by roll-call vote that only matters lawfully exempted from open: meeting requirements pursuant to Virginia Code Section 2.2-3711(A)(1) and that was identified in the motion to convene in closed session were heard, discussed, or considered in the closed meeting, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). As a result ofthe Closed Session, the Board took the following action: Supervisor Jewett made a motion to approve appointing Ms. Jessica Harris and Ms. Laurie Falk to the Parks & Recreations Authority, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Vice-Chairman Yowell made ai motion to request further discussion on the Criglersville Swinging Bridge, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0). Absent: (0). Jewett. Nay: (0). Abstain: (0). Absent: (0). Criglersville Swinging Bridge Discussion: Vice-Chairman Yowell stated he does not feel the County would be liable ift the Swinging Bridge came down. Vice-Chairman Yowell mentioned he spoke with Ms. Stacy Laundry about whether she would be willing to give an easement for thel bridge and Ms. Laundry stated "maybe."Vice- Chairman Yowell stated he is still ai no and wanted it taken down. Supervisor Dawson stated he did not want the County to own the bridge. Supervisor Buchanan stated that ifs someone wanted the bridge, they should have been prepared Chairman Jackson stated for clarification that the County did not want to own the bridge. With there being no further business to conduct, Supervisor Jewett: made ai motion to adjourn, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) to take the bridge over the next day. ADJOURN Abstain: (0). Absent: (0). 2 RClay. Jackson, Chairman Madison County Board of Supervisors - Jonathon Weakley, Clerk Adopted on: January 28, 2025.