MADISON COUNTY BOARD OF SUPERVISORS' MEETING Date: 4:00 PM Thursday, February 13, 2025 Location: Admin. Building Auditorium, 414 N. Main Street MEETING #06- February 13th At a regular meeting of the Board ofSupervisors on Thursday, February 13th at 4:00 PM in the Admin. Building Auditorium: PRESENT: R. Clay Jackson, Chairman Carty Yowell, Vice-Chairman Jud Buchanan, Member (Arrived at 4:34 pm) Dustin Dawson, Member James Jewett, Member Jonathon Weakley, County Administrator Brian Gordon, Deputy County Administrator Sean Gregg, Assistant County Attorney Kimberly Turner, Deputy Clerk ABSENT: Hannon Wright, County Attorney This meeting was scheduled, for February 11, 2025 and was rescheduled for. February 13, 2025 due to inclement weather. CALL TO ORDER, PLEDGE OF ALLEGIANCE & MOMENT OF SIILENCE Chairman Jackson called the Board to order. Chairman Jackson stated he would like to start with the Pledge of Allegiance and follow with a moment of silence. DETERMINE PRESENCE OF A QUORUMIADOFTION OF AGENDA Chairman Jackson advised that a quorum was present. Chairman Jackson mentioned Supervisor Buchanan was attending a Central Virginia Regional Jail Budget Meeting and would arrive later. The County Administrator informed the Board that he provided handouts that would be discussed for item number 6 on the agenda. Supervisor Dawson made a motion to approve the agenda as presented, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: Buchanan. PUBLIC COMMENT Chairman Jackson opened the floor for public comment. With there being no public comment being brought forward, the public comment opportunity was closed. CONSTITUTIONAL OFFICERS, COUNTY DEPARTMENTS, COMMITTEES & ORGANIZATIONS 1. Monthly Reports Chairman Jackson advised forgoing the constitutional officers, county departments, committees & organizations monthly reports and mentioned the reports were located in the agenda packet. CONSENT AGENDA 2. Approve Minutes: 01/28/2025 & 02/05/2025 3. Supplemental Appropriation #15 - Additional Capital Rollover FY24 4. Supplemental Appropriation #16 - Sheriff's Department HEATFlock Grant Supervisor Jewett made a motion to adopt the consent agenda as presented, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: Buchanan. SPECIAL APPEARANCES None. OLD BUSINESS 5. Hoover Ridge Barn Update - County Administrator The County Administrator reminded the Board that the roof on the barn at the Hoover Ridge Park partially collapsed due to heavy snowfall. The County Administrator reviewed the steps staff have taken leading up to today's meeting. The County Administrator mentioned they had one of their contract engineering services, WW Associates, review the barn and their report is in the agenda packet as well as the adjusters from Vacorp. The County Administrator reviewed what was submitted to Vacorp and the insurance process. Chairman Jackson inquired if the cost for the security fence around the barn and the Carpenter Pavilion were submitted to Vacorp. The County Administrator agreed. Chairman Jackson then inquired if the storage pod's S cost was submitted to Vacorp. The County Administrator requested the Parks & Recreation Manager, who was present at the meeting, provide him with that information sO he could submit it to Vacorp. The Parks & Recreation Manager agreed. The County Administrator stated staff recommended the Board authorize the County Administration to move forward with the demolition of the Hoover Ridge Barn and begin exploring the cost to construct a new maintenance building at the location. The County Administrator reviewed the staff' S ideas for the new building. The Madison County Building Official was present and stated the building was in bad shape and he does not see another option but to take it down. Chairman Jackson stated he was in favor ofburning the barn down and creating something that Parks & Recreation could use for many more years. The Board was in agreement. The was further discussion regarding the options for building a new building and what they would like to see. Vice-Chairman Yowell made a motion to authorize the County Administrator to move forward with the demolition and begin exploring the cost of getting a new building, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Dawson, Jewett. Nay: (0) Abstain: (0). Absent: Buchanan. NEW BUSINESS 6. Polling Location Change for Wolftown Precinct - Registrar & Electoral Board Mr. Jim Smith, Electoral Board Chairman was present and spoke on behalf oft the Electoral Board. Mr. Jim Smith informed the Board that the Wolftown Precinct was forced to abandon its existing polling place and reviewed the requirements for changing the polling location. The Registrar was also present and spoke on behalf of the Electoral Board. The Registrar reviewed the different locations that were considered and informed the Board that the Electoral Board is recommending the Rose Park United Methodist Church as the new polling location for the Wolftown Precinct. The Registrar reviewed the advertisement requirements for changing the polling location. The Registrar gave an overview oft the last elections numbers for the ten precincts. The Registrar stated almost halfofthe votes were done during early voting and the nine other precincts were probably too much. Mr. Jim Smith mentioned ift they started with a blank slate, there would probably be four polling locations, and they would be located at the public schools. Mr. Jim Smith reviewed the fixed cost for polling locations, specifically the Graves Mill Precinct. Mr. Jim Smith stated the Electoral Board came to the conclusion to present the Board of Supervisors with all of the numbers and the pros/cons, but they are not prepared to make any recommendations in respect to the consolidation. Vice-Chairman Yowell and Chairman Jackson inquired why the Electoral Board was not making ai recommendation. Mr. Jim Smith stated it was political. Chairman Jackson mentioned a story about a President voting at the Graves Mill precinct that they heard in the past and inquired what was different now. Mr. Jim Smith explained that the first voting that took place in Virginia's fifth district was on February 2, 1789 at Graves Mill, which was located at a different location than it is now, and it controlled the outcome oft that election and that determined they were a republic. Mr. Jim Smith stated ifthe Board did go forward with merging the precincts the Electoral Board recommended naming it the Graves Mill Precinct. The County Administrator stated that legal had prepared three documents and one of the documents was the proposed advertisement. The County Administrator mentioned that none of the documents included the consolidation. Chairman Jackson asked the Board if they wanted to go down the path of consolidating Graves Mill and Wolftown and the change of polling place, which made sense to him. The Board agreed. Supervisor Dawson suggested keeping the Graves Mill name. The County Administrator stated the other document was an Ordinance to change the Wolftown polling place and that document would need to be changed to reference the consolidation. When the County Attorney reviewed the Madison Code, the precincts were not listed. The last handout is a draft Ordinance to include all precincts in the Code, but it would need to be modified. The County Administrator reviewed the advertisement requirements and stated the public hearing would be April gth. The Assistant County Attorney recommended that the Board do it by specific motions directing the County Attorney to prepare the advertising. The County Attorney gave suggestions on the separate motions for each item. There was further discussion on how the Board should word the motions. There also was further discussion on the new precinct' S name. Supervisor Jud Buchanan arrived at 4:34 pm. The Assistant County Attorney encouraged the Electoral Board to inform the Historical Society of the proposed change and suggested installing aj plaque at the existing polling place. After continued discussion regarding the new precinct name, the Board agreed with "Graves Mill/Wolftown" being the new precinct name. Vice-Chairman Yowell made a motion to advertise for a change in the Wolftown polling location and the Graves Mill polling location to be Rose Park United Methodist Church, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). Vice-Chairman Yowell made a motion to advertise to consolidate the Graves Mill and Wolftown polling places and renaming it to "Graves Mill/Wolftown,". seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0). Abstain: (0) Albsent: (0). Vice-Chairman Yowell made a motion to direct the County Attorney to draft the Ordinance to codify same and advertise for a public hearing, seconded by Supervisor Dawson. The County Administrator mentioned the Public hearing would be April 8, 2025. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). The County Administrator mentioned at some point they would need to draft a lease agreement with Rose Park United Methodist Church. The Registrar mentioned she could provide that. The Board requested the Registrar receive something in writing that stated the Rose Park United Methodist Church agreed to this. The Registrar agreed. There was further discussion regarding obtaining the Rose Park United Methodist Church written approval. 7. Joint Comprehensive Plan Meeting = County Administrator The County Administrator mentioned the Planning Commission Chairman was present. The County Administrator informed the Board that the Planning Commission Meeting in March would be very busy and recommended the Board hold this discussion for their March Public Hearing, which has already been advertised. The County Administrator briefly reviewed the Public Hearing cases for the Joint Meeting in March. Chairman Jackson asked the Planning Commission Chairman ifthis worked well for the Planning Commission. The Planning Commission Chairman, Steve Carpenter, agreed. Chairman Jackson requested for the Zoning Administrator to send the updated version of the Comprehensive Plan to the Board of Supervisors. The County Administrator stated he would make sure the Zoning Administrator provided the updated Comprehensive Plan. DISCUSSION 8. Meadows Lane VDOT Abandonment Citizen Request = County Administrator The County Administrator informed the Board that Mr. Joe Beddow, who was present, made a request for the Board ofSupervisors to consider abandoning a segment of Meadows Lane. The County Administrator reviewed the road and requested Mr. Joe Beddow to speak further to his request. Mr. Joe Beddow presented his abandonment request to the Board to end the State maintenance where his property began and abandoning about 110 feet. Mr. Joe Beddow discussed how the GPS often brought people to his front door. The County Administrator informed the Board that there is a Deed of Easement with Mrs. Bonnie Dixon. The County Administrator reviewed the abandonment process. Vice-Chairman Yowell asked Mr. Beddow if he thought putting an "end of State maintenance" sign up at the property line would stop people from coming on his property. Mr. Joe Beddow stated it would not stop people from coming on his property and mentioned he has moved the "end of State maintenance" sign once already. Vice-Chairman Yowell inquired how abandoning the road would solve his problem. Mr. Joe Beddow stated it would allow him to add a gate because it would no longer be a State Road. Chairman Jackson inquired how Mr. Joe Beddow was going to accommodate Mrs. Bonnie Dixon with the gate. Mr. Joe Beddow responded that he would not close the gate. Chairman Jackson mentioned Mr. Joe Beddow's plat shows Mrs. Bonnie Dixon's right of way deeded at 15 feet. Chairman Jackson stated he assumed the easement started at the current end of State maintenance and inquired if they move the end of State maintenance to the property line, would an additional segment need to be added to the right-of-way. Mr. Joe Beddow mentioned he did not believe sO, but he would review the Deed. Mr. Joe Beddow mentioned he believed the Deed stated, the property line was where her easement began. Chairman Jackson inquired what the Assistant County Attorney thought about that. The Assistant County Attorney recommended the Board wait until they have complete agreement among the landowners before deciding a course of action. Supervisor Buchanan inquired how often people were coming on his property and the destruction it caused. Mr. Joe Beddow stated it depended on the season and gave a few examples. Supervisor Jewett stated he sympathized with Mr. Joe Beddow and shared his similar experiences with this issue on his property. Supervisor Jewett stated it would be advisable to abandon this on the contingency the property owners come up with an agreement. The Assistant County Attorney discussed the need for agreements with neighboring property owners to ensure proper maintenance and access since it would no longer be a public road. After further discussion, the Board agreed to schedule a public hearing after the necessary agreements were in place. The Board emphasized the importance of addressing the right of way and maintenance responsibilities in any agreements. 9. Industrial Revitalization Fund for Criglersville Elementary School - County Administrator The County Administrator informed the Board that Mr. Felix Shapiro requested the Board's support in applying for the Industrial Revitalization Fund for the former Criglersville Elementary School. The County Administrator referenced a Resolution from 2021 that the Board passed to allow the residents of the villages of Banco and Criglersville to apply for loans for blight buildings. The County Administrator stated that Mr. Felix Shapiro was present to formally make his request to the Board and DHCD was present online to provide information on the program. Mr. Felix Shapiro was present and mentioned he was not asking the County to put money into the project. Mr. Felix Shapiro stated it was a requirement for the County Government to support the loan application and he requested the Board to pass a Resolution stating this is authorized as an application for Madison County. Mr. Felix Shapiro gave. an overview of the Industrial Revitalization Fund program and how Criglersville would qualify and benefit. The fund offers subsidized loans for redevelopment projects, with a maximum loan of $600,000 and a one-to-one match requirement that Mr. Felix Shapiro, his investors, and some commercial financing would pay. Mr. Felix Shapiro mentioned ifhe received the $600,000 loan, each year his loan payment would be about $36,000 a year and that would enter the County's general fund revenue. Mr. Felix Shapiro stated Locus, the new name for Community Capital, has administered these loan programs in the past and they could handle the processing ofp payments to reduce the administrative burden. Chairman Jackson inquired if they used Locus to administer, would they be able to utilize it the same way from the State. Vice-Chairman Yowell stated he would like to hear from DHCD to find out ifthe County is required to administer the program. The Economic Development & Tourism Director was present and informed the Board that the Locus company would work the same way that the Thomas Jefferson Planning District works with the Firefly VATI grant. The Economic Development & Tourism Director stated this would require a lot of staff time if they had to do it through the IDA, Industrial Development Authority. The Economic Development & Tourism Director introduced Mr. Jeffery Szyperski and Mr. Tory McGowan from DHCD, Department of Housing and Community Development, who were present online. Mr. Tory McGowan, Program Manager for the Industrial Revitalization Fund, stated that if the IDA administered the loan to Mr. Felix Shapiro, those funds would then come back to the IDA to set up a revolving loan fund that would allow the County to make similar loans to other developers. Ifthe County decided to have Locus administer the loan, those repayments would go directly back to Locus, not the County and then Locus would have the ability to do a redeployment funds program. The County Administrator asked for clarification that money paid to the loan would not come to the County as a revenue source. Mr. Tory McGowan stated ift the IDA administers the fund, then it would go back to the IDA who would set up a revolving loan fund. Mr. Tory McGowan stated the monies do not come back to DHCD. The County Administrator asked for clarity that only local governments, IDA's, or Locus can apply for these grants. Mr. Tory McGowan agreed. The County Administrator inquired who would be responsible for repaying the loan should an applicant not be able to complete a project. Mr. Tory McGowan stated it would be on the developer. Ift the County administers the program through the IDA, they will develop a Performance Agreement that would be between DHCD, the IDA, and the developer. This would set out the parameters for the project and there will be a separate Loan Agreement and Deed of Trust developed between the IDA and the developer of the conditions of the loan. The County Administrator asked for clarification that in the agreement it would clarify who would provide the one-to-one match. Mr. Tory McGowan agreed and stated the developer would pay for the one-to-one match. There was further discussion about the Industrial Revitalization Fund. After discussion, the Board requested staff and Mr. Felix Shapiro create a plan and bring back a recommendation at the February 25th meeting or at the first March meeting. The County Administrator asked Mr. Felix Shapiro ift the trees were cleaned up out of the parking lot at the Criglersville Elementary School. Mr. Felix Shapiro stated he was working on it today. INFORMATION/CORRESPONDENCE 10. Upcoming Public Hearing - County Administrator The County Administrator reminded the Board that the Sheriff requested a school zone speed camera enforcement program, and the Board gave the directive for staff to advertise for aj public hearing on February 25, 2025. The County Administrator mentioned the bill that was put forth in reference to funding generated from such programs. 11. Wolftown-Hood Rd Speed Reduction Request Update - County Administrator The County Administrator reminded the Board of the request to do a speed reduction on Wolftown-Hood Road and stated he was waiting to hear back from VDOT. PUBLIC COMMENT Chairman Jackson opened the floor for public comment. Jennifer Campbell: Ms. Jennifer Campbell, the Town Mayor, thanked the Board for their support and stated in the future, she would like to add a line item to the Board agendas for a Mayor's Report from the Town of Madison. Chairman Jackson stated at the first meeting of the month, the Board has Committee and Organization Reports and the Board would be glad to add Ms. Jennifer Campbell to that list. Ms. Jennifer Campbell provided an update on the Town Council's activities, including FOIA training, website updates, and the establishment of quarterly town halls. Ms. Jennifer Campbell mentioned the town's 225th anniversary and the need for further advancements in government processes. Chairman Jackson expressed appreciation for the mayor's involvement and mentioned only two Board members can attend the same event. With there being no further public comment, the public comment section was closed. CLOSED SESSION None. ADJOURN With there being no further business to conduct, Vice-Chairman Yowell made a motion to adjourn, seconded by Supervisor Dawson. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). R'Clay. Jackson, Chairman Madison County Board ofs Supervisors Jonathon Weakley, Clerk Adopted on: March 11, 2025.