* * * Agenda Board of Supervisors - Tuesday, March 11, 2025, at 4:00 PM 1792 Administration Building Auditorium 414 North Main sdison 22727 Covs Street, Madison, Virginia Call to Order, Pledge of Allegiance & Moment of Silence Determine Presence of a Quorum/Adoption of Agenda Public Comment Constitutional Officers, County Departments, Committees & Organizations 1. Monthly Reports Consent Agenda 2. Approve Minutes: 02/13/2025, 02/25/2025 3. Supplemental Appropriations #20 - Use of Assigned Fund Balance - CSA Special Appearances 4. VDOT's Quarterly Presentation = Carrie Shepheard 5. FY24 Financial Audit Report - David Foley Public Hearing Old Business 6. Industrial Revitalization Fund/Criglersville Elementary School - County Administrator 7. Meadows Lane VDOT Road Abandonment - County Attorney New Business 8. Economic Development Committee Report - Supervisor Jewett Discussion nfermatoCarmepandace Public Comment Closed Session 2.2-3711(A)(1) for Personnel Adjourn MADISON COUNTY BOARD OF SUPERVISORS MEETING Date: 4:00 PM Tuesday, March 11, 2025 Location: Admin. Building Auditorium, 414 N. Main Street MEETING #11 March 11th At a regular meeting ofthe Board ofSupervisors on Tuesday, March 11th at 4:00 PM in 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 a moment of silence. DETERMINE PRESENCE OF A QUORUMIADOPTION OF AGENDA Chairman Jackson advised that a quorum was present. Supervisor Dawson made a motion to approve the agenda as presented, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0). Absent: (0). 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 Animal Shelter: Annette Dodson, Animal Shelter Manager, gave a monthly report and highlighted the following items: Submitted State Report for the Shelter in January Held an adoption event at PetSmart on February 15th. Helped Culpeper's shelter by taking some animals. Numbers for the Month: O Took in thirteen strays. Had twelve owner surrenders. o Had five reclaims. Had fifteen adoptions. Had nine transferred to rescues. Currently at shelter: Five dogs Ten cats Human Resources: Tillie Strothers, Human Resources Manager, gave a monthly report and highlighted the following items: Busy Assisting with interviews for the Animal Shelter Treasurer: Stephanie Murray, Treasurer, gave a monthly report and highlighted the following items: Working on collections and first half1 billing Working on the FY26 budget Commissioner of Revenue: Brian Daniel, Commissioner of Revenue, gave a monthly report and highlighted the following items: Wrapping up the general reassessment process. Building & Zoning Department: Jamie Wilks, Director of Building & Zoning, gave a monthly report and highlighted the following items: Zoning: Staying busy An overview of1 last month's activities was in the agenda packet. Erosion & Sediment Control: The monthly DEQ report for E&S was in the agenda packet. Starting Hoover Ridge project soon. Building: The monthly permit report was in the agenda packet. Deadline for the old code expired. Week ofthe 9th-15th is Flood Awareness Week. May is Building Safety Month. Animal Control: Greg Cave, Chief. Animal Control Officer, gave a monthly report and highlighted the following items: Calls handled in person: 49 Calls handled by phone: 72 After hours emergency calls: 18 Working on updating the livestock book Received rabies titter results from the Health Department and they are up to date. Virginia Sate Polices' DART team may have a new animal cruelty reporting database, and he will be attending a training. Attended training held by Justice Clearing House on holding animals and remains as evidence. Emergency Medical Services (EMS): Noah Hillstrom, EMS Chief, gave a monthly report and highlighted the following items: Thanked the Board, Administration, and Facilities for the new building. Had one hundred and eighty calls in February. One mutual aid to Greene County and one to Orange County in February. Significant reduction in NUA (No Units Available) They have one Lieutenant vacancy. Community Paramedicine has been busy with eight visits, sixteen open cases, and ten pending referrals. Supervisor Jewett inquired if the new EMS facility was 100% complete. ChiefHillstrom stated they are still doing some odds and ends, but it is fully functional. The County Administrator discussed the completion of the new EMS facility and ongoing punch list items. Finance: Jennifer Warren, Finance Director, gave a monthly report and highlighted the following items: Working on the FY26 budget The FY24 Audit presentation is tonight. Implementing Time & Attendance with EMS Vice-Chairman Yowell inquired about the likelihood oft the Comp Board items changing over the next few weeks. The Finance Director stated she believed the numbers to be pretty solid. Supervisor Buchanan inquired if there was an increase in cost since EMS had started using Time & Attendance like the other departments. The Finance Director stated it was included and stated that Madison self-hosted Tyler-Munis internally rather than paying per user. Information Technology: Bruce Livingston, Information Technology Manager, gave a monthly report and highlighted the following items: About one hundred fifty tickets closed since the beginning of the year, with thirty to forty still open. Working on their attrition plan for equipment and budgeting. CCVT's are set up at the new EMS facility. Gave Tyler-Munis updates. Gave Laserfiche updates. Emergency Communications: Sean Ferguson, Director ofl Emergency Communications, gave a monthly report and highlighted the following items: 911 calls received from homes: sixty-one. 911 calls received from cellphones: 349. Administrative calls into the center: 1,856 Administrative calls made: 1,680. Total call volume through the Center for the month: 3,334 Calls for service this month: 1,122. Calls for year to date: 2,071. Radio Project: Going well with some fine tuning. Staffing in the Center: One dispatcher graduated from the academy and is finishing field training. Has one dispatcher vacancy One new hire who will attend the academy on June gth Chairman Jackson inquired if there was resale value on the old radio equipment they were taking out. The Deputy County. Administraotr stated there was a market for it, however, it would cost money to wipe the equipment. They are looking into it to see ifit would be worth the cost. The County. Administrator and the Deputy County Administrator further discussed the decommissioning of old radio equipment and potential resale value. Children Services (CSA): Tiffany Woodward, Madison CSA Coordinator, gave a monthly report and highlighted the following items: Discussed the increase in the number of children served and the challenges in finding foster homes. Town of Madison: Jennifer Campbell, Town of Madison Mayor, gave a monthly report and highlighted the following items: Gave an update on town activities, including a joint Planning Commission meeting and potential new business opportunities. Rappahannock Electric Cooperative (REC): Jeff Henry, Director of Member Services & Community Relations, gave a monthly report and highlighted the following items: Discussed the impact of recent weather events. Discussed ongoing fiber connection projects. Supervisor Jewett inquired where they could find PJM's long-term plans for a power infrastructure upgrade in the county. Mr. Jeff Henry stated he would take that question back to his office to get an answer. CONSENT AGENDA 2. Approve Minutes: 02/13/2025, 02/25/2025 3. Supplemental Appropriations #20 - Use of Assigned Fund Balance - CSA Supervisor Dawson stated that Ms. Tiffany Woodward, Madison CSA Coordinator, stretched the local dollars as much as she could, while still giving families what they needed to be successful. Supervisor Jewett inquired about the major driving factors for the increase in demand for the services. Ms. Tiffany Woodward discussed the increase in the number of children served and the challenges they face that have an impact on funding. The was further discussion regarding the many factors that caused the increases in the numbers of children that need services. Supervisor Dawson made a motion to adopt the consent agenda as presented, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). SPECIAL APPEARANCES 4. VDOT's Quarterly Presentation - Carrie Shepheard Ms. Carrie Shepheard, VDOT Resident Engineer, provided a quarterly update on various road projects, including the Pratts' roundabout. Ms. Carrie Shepheard reviewed the current Secondary Six-Year Plan and the requirements for roads to qualify, as well as the switch from asphalt to surface treatment for certain roads. The Board discussed the Secondary Six-Year Plan for unpaved grant funding, including the potential for adding new roads and the impact of recent legislation changes. Chairman Jackson and the County Administrator discussed the timeline for approving the Secondary Six-Year Plan and the potential for adding roads in future years. There was a discussion regarding the timeline for repaving Route 230 East. There was also discussion regarding VDOT's regular maintenance and the Board's concerns regarding delayed tree and debris cleaning from the recent storms. The Board agreed to wait until after April 15th to finalize the Secondary Six-Year Plan to allow for more guidance on recent legislation changes. The County Administrator recommended holding the public hearing on May 13th The Board agreed. 5. FY24 Financial Audit Report - David Foley Mr. David Foley, from Robinson Farmer Cox Associates, presented the financial audit for the county's 2024 fiscal year, noting a clean audit with no significant deficiencies or material weaknesses. Mr. David Foley discussed the financial statements, including the balance sheet and statement ofrevenues, expenditures, and changes in fund balance. Mr. David Foley highlighted the county's strong internal controls and compliance with federal grant programs. There was further discussion regarding the fund balance and how the schools' and other authorities' roll over was represented in the audit. The Board commended the Finance Department for their thorough and transparent work. OLD BUSINESS 6. Industrial Revitalization Fund/Criglersville Elementary School - County Administrator The County Administrator presented the Industrial Revitalization Fund application for the Criglersville Elementary School, discussing the options for administering the grant. After further discussion, the Board agreed to use the Locust to administer the grant. The Board discussed the potential for applying for the grant annually, the performance agreement, and the potential liability for the County. After discussion, the Board agreed to proceed with the grant application and to bring back a resolution for formal approval at the next Board meeting with Locus administering the loan/grant. 7. Meadows Lane VDOT Road Abandonment County Attorney The County Attorney provided an update on the Meadows Lane abandonment, noting the need for all property owners to sign the agreement. Chairman Jackson stated he planned to visit Ms. Bonnie Dixon, one oft the property owners, to discuss the abandonment and the road maintenance agreement. The Board agreed to revisit the issue at future meetings to ensure all necessary signatures were obtained. NEW BUSINESS 8. Economic Development Committee Report - Supervisor Jewett Supervisor Jewett discussed the county's revenue and spending trends using a simple regression model, noting that the model did not assume anomalous changes like taking on the Fire Department. By 2029, the budget could increase by almost $80 million if current trends continued. From 2022 to 2024, county spending increases kept pace with the CPI, while revenue increases lagged behind at 4.5%. The business survey had a good return rate, with infrastructure needs, particularly broadband and expanded public sewer, being top priorities. Supervisor Jewett highlighted the importance ofi infrastructure, particularly broadband and expanded public sewer, for economic development. The 29 corridor is identified as a key area for economic development, with a projected sewer plant upgrade in 2027. Per the survey, the real estate, personal property, and machinery and tools tax competitiveness with neighboring jurisdictions was neutral, with some respondents finding it competitive or slightly competitive. The Central Virginia Partnership for Economic Development provided valuable information, including the potential revenue from the 29 corridor. Supervisor Jewett shared feedback from citizens, noting concerns about the county's encouragement of1 business development and the need for leadership in this area. The idea of a data center is met with openness, unlike a decade ago, indicating a shift in public opinion. Supervisor Jewett stated the recommendations included rewriting tax policies to encourage business and pushing for the development and adoption ofphysical and economic impact analysis for project proposals. Supervisor Jewett emphasized the need for proactive site development and support for development sites. The sewage treatment plant project is discussed, with plans to double its capacity and control taps to support development policies. Supervisor Jewett also recommended investigating long-range plans for power infrastructure upgrades, with a focus on leveraging the natural gas pipeline. The Board was encouraged to consider strategies for implementing these goals, with the Economic Development Committee proposed to lead this effort. Supervisor Buchanan and Supervisor Jewett reviewed their meeting with Loudoun County regarding data centers. Vice-Chairman Yowell discussed the need for improved sewer and the need for site readiness and the potential for county-owned properties like the transfer station to be marketed for development was highlighted. The County Administrator reviewed past and recent conversations regarding companies' interest in developing the Transfer Station property. The current model for economic development is reviewed, with recommendations fori inventorying private and public land and potential partnerships. The importance ofhaving an active inventory of properties and working with realtors to market these properties is emphasized. Chairman Jackson discussed the importance of public-private partnerships for education and workforce readiness. There was further discussion regarding data centers and technology corridors. Supervisor Jewett and Mr. Jim Smith discussed the need for fiscal impact analysis and economic impact analysis for project proposals. The current ordinances are reviewed, with suggestions for updating them to include clear thresholds for requiring impact studies. The importance of making these policies user-friendly and pro-development is emphasized. Supervisor Jewett discussed the importance of providing comprehensive information to the public, including the comprehensive plan, economic development plan, and financial audit at the public hearing on April 8, 2025. After discussion, the Board agreed to hold a public hearing to consider adopting the Economic Development Committee Plan at the March 25, 2025 Board meeting. DISCUSSION None. INFORMATION/CORRESPONDENCE None. PUBLIC COMMENT Chairman Jackson opened the floor for public comment. With there being no further public comment, the public comment section was closed. CLOSED SESSION 2.2-3711(A)(I) for Personnel Vice-Chairman Yowell made a 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, Buchanan, Dawson, Jewett. Nay: (0) Abstain: (0) Absent: (0). 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 a 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)(I), 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). As a result of the Closed Session, the Board did not take further action. ADJOURN With there being no further business to conduct, Supervisor Dawson made a motion to adjourn, seconded by Supervisor Jewett. Aye: Jackson, Yowell, Buchanau, Dawsouplewett Nay: (0) Abstain: (0) Absent: (0). R. Clay Jackson, Chairman Madison County Board ofSupervisors Jonathon Weakley, Clerk Adopted on: March 25, 2025.