387 MINUTES BOARD OF SUPERVISORS COUNTY OF YORK Work Session February 4, 2025 6:00 p.m. Meeting Convened. A Regular Meeting of the York County Board of Supervisors was called to order at 6:00 p.m., Tuesday, February 4, 2025, in the East Room, York Hall, by Chairman Sheila S. Noll. Attendance. The following members of the Board of Supervisors were present: Douglas R. Holroyd, Sheila S. Noll, M. Wayne Drewry, G. Stephen Roane, Jr. Mr. Thomas Shepperd arrived at 6:02 p.m. Also in attendance were Mark L. Bellamy, Jr., County Administrator; Brian Fuller, Deputy County Administrator; Richard Hill, County Attorney; and Heather L. Schott, Assistant to the County Administrator/Deputy Clerk. WORK SESSION PRESENTATION FROM COMMONWEALTH ATTORNEY AND CIRCUIT COURT CLERK Krystyn Reid, Commonwealth Attorney, and Kristen Nelson, Clerk of the Circuit Court, gave a presentation about their roles in the York-Poquoson Circuit Court and how the two departments intertwine. Mrs. Reid began by explaining the location and times the offices are open to the public. She provided information on the Commonwealth Attorney's staff, noting that five of the nine attorneys have over 20 years of experience prosecuting crimes. Further, she explained that their staff includes support staff, a receptionist, and victim witness advocates. Victim advocates, Mrs. Reid explained, work as liaisons between the community and the Commonwealth Attorney's office. She stated the attorneys prosecute all felonies and misdemeanors, as well as stalking and protective order cases. She also mentioned the legal training she provides to Law Enforcement employees five times a year. Mrs. Nelson, Circuit Court Clerk, introduced herself and provided a brief overview of the staff in her office. She noted that she has a staff of 15 full-time Deputy Clerks and three work-as- required employees. Mrs. Nelson explained the main job of her office is to serve as a permanent repository for legal records for York County and the City of Poquoson. She pointed out that these records date back to 1633 and are highly regarded. Other responsibilities of her office include case management, records management regarding deeds, land records, fiduciary records, election records, and administration of oaths. She noted that her office and the Commonwealth Attorney's Office collaborate in the following four primary areas: Criminal and Civil Cases, Financial Reporting, Marriage Licenses, and Concealed Weapon Permit Applications. In conclusion, Mrs. Nelson said she would be pleased to answer any Board questions. Mr. Shepperd sought clarification regarding the differences between the Circuit Court, General District Court, and the Juvenile and Domestic Relations Court. Mrs. Nelson described the Circuit Court Clerks' relationship with the other court systems relative to the cases appealed to the Circuit Court. Mr. Shepperd further inquired if the General District Court handles felonies other than to review them for Circuit Court. 388 February 4, 2025 Mrs. Nelson confirmed that the District Court only handles felonies to conduct the preliminary hearings. Following his previous question, Mr. Shepperd asked whether Juvenile and Domestic Relations handle only family issues. Mrs. Reid noted that the Juvenile and Domestic Relations Court handles misdemeanors and felonies committed by juveniles. Mr. Shepperd mentioned that he asked these questions to raise awareness of the other courts in the York-Poquoson Courthouse and their role in the County. Mr. Roane inquired about a program designed to reduce recidivism among drug offenders and if they could expand on this program. He also asked Mrs. Nelson to discuss home title fraud abuse. Mrs. Reid explained that 85 percent of the cases they see are related to substance abuse and/or mental illness, and she underscored the importance of determining the associated underlying issues. She stated that James City County is initiating a behavioral health court, and York County will develop a drug court. She noted that the courts will seek alternatives to incarceration for these individuals and assist in finding them employment. Mrs. Reid mentioned she would be handling the drug court docket herself. In response to Mr. Roane's request, Mrs. Nelson noted that the General Assembly considered a bill addressing title fraud but failed to pass. She mentioned that she is an active member of the Clerk's Association, which has created a fraud subcommittee, and asked the Virginia Bar Association and the Virginia Land and Title Association to partner with them to find a solution. Mr. Roane questioned if there is anything the individual homeowner can do to combat this issue. Mrs. Nelson explained that homeowners can check her office's indexes online to see if anything is recorded in their name. She also suggested that homeowners call to find out what is on the record for their name. Mr. Drewry recalled going to the courthouse to discuss ideas for electronic filling and kiosk systems. He asked Mrs. Nelson if she had any updates on that. Mrs. Nelson responded that they have had digital files for cases since 2014; however, previous years are still being scanned. She pointed out the expense of purchasing a kiosk and the liability associated with one. Mr. Drewry expressed curiosity about how other states integrated kiosks into their buildings and handled liability. He elaborated further on the benefits of having a kiosk. A discussion followed on whether kiosks would benefit the York-Poquoson Circuit Court. Mr. Holroyd complimented the handling of the prosecution of the young lady who was murdered on Old Williamsburg Road. Mrs. Reid expressed her appreciation for the compliment but noted that the federal authorities also assisted with the case. Chairman Noll thanked Mrs. Reid and Mrs. Nelson for the presentation that helped citizens understand what their respective offices handle. BERKLEY GROUP STAFFING STUDY PRESENTATION Mrs. Rose McKinney, Director of Human Resources, introduced Darren Coffey, Jack Tuttle and Eric Campbell of The Berkley Group who were present to provide the Board with their staffing report. She reflected on the past few months that The Berkley Group has been conducting their assessment and noted this is their final presentation of their findings. 389 February 4, 2025 Mr. Eric Campbell, Executive Manager at The Berkley Group, reviewed the purpose of the assessment, noting it was to review and analyze the operational structure, staffing levels, policies, procedures, workflow, and opportunities for improving efficiency. He noted that the team conducted 52 in-person interviews as well as four members of the Board of Supervisors. He provided a quick overview of the report, and provided the following key highlights for possible enhancements in each department: Commissioner of the Revenue - technology, customer service enhancements, new positions, and operational adjustments under technology. Treasurer's Office operational improvements, revenue collection, staff expansion training, and cross-training. Finance Department - financial systems enhancement, budget transparency, payroll staffing, and succession planning. Economic and Tourism Development Department - promoting businesses and tourism, operational improvements, training, and seasonal support. Human Resources Office retention strategies, performance management, recruitment, and improvement of onboarding for employees. Chairman Noll asked Mrs. McKinney how background checks impact the time it requires to hire and if she has a suggestion on how to streamline this process. Mrs. McKinney explained that new hires come on board at the beginning of a pay period but they could consider expanding employee orientations to a weekly basis and streamline more paperwork that is sent in advance. Chairman Noll inquired about the average processing time for background, credit, and driving record checks. Mrs. McKinney responded that on average, it takes two to three days. Mr. Campbell continued the department highlights as follows: Information Technology Department broader themes such as cybersecurity enhancements, technology utilization, staffing gaps and professional development. Mr. Campbell then turned the floor over to Mr. Tuttle to continue the presentation. Mr. Tuttle, Executive Manager at The Berkley Group, continued the presentation by providing the highlights on additional County departments/oifices: as follows: Library Services technology improvements, community engagement, staffing enhancements, and updating the Strategic Plan. Parks and Recreation Department - indoor multi-use facilities, operational improvements, and improvements to staff communications and seasonal support staff. Planning and Development Services Department - digitalization of paper records, improved efficiency, enhanced customer service, and reassignment of duties. Public Works Department improvements for operational efficiency, annual fee assessments, and staffing adjustments. Moving onto overarching themes throughout York County, Mr. Tuttle commented that the following enhancements should be considered: employee training and development, pay adjustments based on performance, customer service enhancements, community-wide citizen surveys, and communication between the Board of Supervisors and staff. He concluded the presentation by inquiring if the Board had any questions. Mr. Shepperd stated that one of the biggest complaints he receives as a Board Supervisor is confusion about new business and permit processes. He emphasized that fulfilling these 390 February 4, 2025 important tasks with too few staff members is not efficient. He noted that, based upon this report, Mr. Bellamy now has what he needs to tell the Board what is required to reach the County's goals. Lastly, he commended The Berkley Group for ajob well done. Mr. Roane also noted a job well done, as the report was extremely detailed. He reflected on the main challenge, which was the lack of funding to hire the individuals needed for the roles discussed. He suggested looking into automation, artificial intelligence, or even contracting the work out to outside agencies rather than adding additional staff. Mr. Drewry commended the group on the time and effort it took to complete the study. He expressed interest in how other municipalities compare salaries, payroll, and staffing to York County. In response, Mr. Bellamy mentioned Information Technology Director Tim Wyatt and Planning and Development Services Director Susan Kessel, who have identified a company to handle the following community survey to address these questions. Mr. Drewry thanked Mr. Bellamy for the information. He questioned the surprise of the recommendation of adding 17 full-time employees and that no cost analysis was conducted. Mr. Darren Coffey, Principal and Owner of The Berkley Group, clarified that the organization does not argue why staff should or should not be hired but explains the benefits of service, efficiency, and effectiveness. He stressed the ineffectiveness of comparing loçal government to businesses and that the information gained from employees was filtered through eight or nine professionals in the public service industry. Mr. Drewry inquired why we would add more people to the Information Technology Department and introduce Artificial Intelligence. Mr. Coffey explained that Artificial Intelligence programs must be trained and can sometimes produce the wrong answer. Mr. Drewry concluded by reflecting on the common themes in the presentation. He stressed that cross-training, operational improvements, training, and career ladders are important to him. He expressed his excitement about York County going to a performance-based incentive program. Mr. Holroyd commended a well-done qualitative report but noted several concerns. One concern is whether York County needs more employees or better tools to boost efficiency. He asked Mr. Coffey to discuss his top three or four items with the Board. Mr. Coffey broke down his top three choices and the associated monetary cost of each to the County. These three, he stated, include pulling four individuals from administrative positions and placing them elsewhere in Public Works, ensuring that the renovation of the Planning and Development Services building is customer-friendiy, and gathering community input about developing an indoor multi-use facility. Next, Mr. Coffey delved into the moderate fiscal impact portion. His top three improvements included relocating staff to the main Public Works facility and using technology to improve cash management, investments, and monthly bank reconciliation. Moving into the more costly recommendations, Mr. Coffey listed hiring a Financial Systems Analyst, improving the Commissioner of the Revenue's and the Treasurer's offices to ensure safety and efficiency, and conducting a Countywide study from the Board of Supervisors. Lastly, he highlighted the highest fiscal impact projects, including expanding Fleet Services' operating space and a technology center. Mr. Holroyd thanked Mr, Coffey and the team for their feedback. Chairman Nollalso noted her appreciation for the report and feedback. TOWING ADVISORY BOARD PRESENTATION Captain Jason Houston, York-Poquoson Sheriff's Office and Chairman of the Towing Advisory Board, presented an update on the job being performed by the Towing Advisory Board. He 391 February 4, 2025 outlined the responsibilities of the Board, their rules/regulations, and the fee schedule for light-duty towing. He noted that for the months of February and March of 2025, the Towing Advisory Board would double the number of their meetings in order to finalize light-duty towing and heavy-duty towing regulations as well as address issues regarding electric vehicles. He pointed out that Mrs. Sheree Konstantinou, Deputy County Attorney's, support has been invaluable in assisting the Board relative to the County's policies, codes, and ordinances and streamlining the process. Captain Houston acknowledged the Towing Advisory Board does hold a Public Comment Period at their meetings and citizens have been vocal about their concerns. He thanked the Board of Supervisors for their time and offered to address any questions or comments. Chairman Noll inquired about the difference between storing an electric vehicle and a standard vehicle. Captain Houston responded that there are regulations on electric vehicles being stored in a secure environment due to the batteries. Chairman Noll inquired about who sets the fee for towing. Captain Houston replied that the Towing Advisory Board makes the recommendation, but ultimately, the Board of Supervisors will set the fee, which will be codified by way of an ordinance. Mrs. Konstantinou gave insight into what would be included in this ordinance and when it would come to the Board of Supervisors. She noted the fee schedule, definitions, a list of providers, and what is required to be a provider will be included. Further, she discussed how the list of providers would work and where vehicles can be stored depending on where you are in York County. Chairman Noll questioned how the fee was going to be set. Captain Houston responded that the Towing Advisory Board had used the State Code of Virginia as its framework. He noted that there are specific fees for daytime and different fees for nights, weekends, and holidays. Mr. Shepperd asked for clarity about the types of towing situations the Towing Advisory Board could handle. Captain Houston responded that they handle police-authorized towing only. Mr. Shepperd then inquired more about the recommendation that York County pay for services that citizens cannot afford. Captain Houston clarified that the company that stated they were not reimbursed is related to a driver having liability-only insurance. Due to the extensive vehicle damages, the company is stuck with the vehicle as the owner does not wish to retrieve it. Mr. Shepperd stressed the importance of addressing this concern and questioned if it would be answered through the forthcoming ordinance. Captain Houston noted that the Towing Advisory Board had not seen anything relating to that question in any ordinançes across the Commonwealth. Mr. Shepperd expressed that an answer is needed for all parties involved with towing. Mrs. Konstantinou listed one remedy that would be the equivalent of a mechanic's lease on the vehicle. Mr. Shepperd finished by restating the concern's validity and stating he would like to see a remedy in the upcoming ordinance before the Board of Supervisors considers it. Mr. Holroyd asked what happens if the individual has AAA coverage. 392 February 4, 2025 Captain Houston responded that due to the potential events that could lead to Police Towing, AAA would not be feasible due to response time. The towing companies on the list are required to be present in 30 minutes or less. Mr. Roane wondered whether the Towing Advisory Board would include Customer Satisfaction Standards and avenues for complaints in the ordinance. Mrs. Konstantinou confirmed that the last section will include a forum for dispute resolution. She further detailed that the ordinance should be sO detailed that there should not be much to argue. She noted more standards to be included in the ordinance and how the Towing Board operates. Mr. Roane questioned what would happen if the vehicle owner was the victim and went to the hospital, only to find out later that storage and towing fees were due when they were not at fault. Captain Houston described a scenario in which insurance agents would come evaluate the car because insurance companies do not want to be held responsible for payment. He also told the Board of Supervisors that if the victim was incapacitated, the owner would be made aware of the vehicle's location via business card, or they could call Emergency Communications. He stated that insurance companies pick up most cars within a few days. Mr. Drewry inquired about how the rotation of towing companies is done. He does not want a towing company to come to the Board of Supervisors and say it is being discriminated against. Captain Houston.described how the Towing Advisory rotation would be conducted. Chairman Noll thanked Captain Houston for the presentation. CONSENT CALENDAR The Consent Calendar was approved on a vote of 5:0. A summary of actions taken is below. Chairman Noll asked if a Board member would like to pull, ask for clarification, or offer comments on any of the consent items. Mr. Holroyd moved that the Consent Calendar be approved as submitted, Item Nos. 4 and 5, respectively. On a roll call, the vote was: Yea: (5) Holroyd, Drewry, Roane, Shepperd, Noll Nay: (0) Thereupon, the following minutes were approved and resolutions adopted: Item No. 4. APPROVAL OF MINUTES. January 7, 2025, Organizational Meeting Item No. 5. TAX REFUND = VETERANS EXEMPTION. Resolution R25-22 A RESOLUTION TO AUTHORIZE A TAX REFUND TO INDIVIDUALS ELIGIBLE FOR REAL ESTATE TAX RELIEF PURSUANT TO CODE OF VIRGINIA 58.1- 3219.5, TAX RELIEF FOR DISABLED VETERANS, FOR TAX YEARS 2022-2024. 393 February 4, 2025 NEW BUSINESS There was none. OPEN DISCUSSION Mr. Holroyd discussed the work being done in the General Assembly on the budget and its impact on local governments. He noted he was pleased with the committee's work to streamline its efforts. Chairman Noll pointed out that you can go online, visit the various committees, and send emails to members of all the committees to support the efforts. Mr. Shepperd mentioned a previous conversation about the Hampton Roads Transportation Accountability Commission. He noted that House Bill 24-66 is to establish a secondary road fund. A key issue relating to the money for the fund is that it will become a local decision on where it is spent. He mentioned that it passed the House on a 58 to 40 vote and is now going to the Senate. Meeting Adjourned. At 7:54 p.m., Chairman Noll declared the meeting adjourned sine die. Boh luvy Marky Bellamy, Jr. Sheila S. Noil, Charman Courky Administrator York County BoardofSupervisors 394 February 4, 2025 This page intentionally left blank