Agenda Budget Worksession #2 Thursday, March 6, 2025 at 3:00 PM i Administration Building Auditorium dison 1792 Cosy 414 North Main Street, Madison, Virginia 22727 Call to Order, Pledge of Allegiance & Moment of Silence Determine Presence of a Quorum/Adoption of Agenda Public Comment FY26 Budget Worksession 1. Presentation ofFY26 Budget Requests (Outside Agencies) Time Agency Presenter 3:05 PM Central Virginia Partnership for Economic Helen Cauthen, President Development 3:15 PM Germanna Community College John Davis & Janet Gullickson 3:25 PM Culpeper Soil and Water Conservation District Greg Wichelns 3:35 PM Foothills Housing Corporation John Reid 3:45 PM Madison Community Cats Connie Chamberlin 3:55 PM Aging Together Ellen Phipps 4:05 PM Madison County Fair Cathy Weaver 4:15 PM Madison County Library Bonnie Utz & Gary Jones 4:25 PM Encompass Community Supports Sheryl Reinstrom 4:35 PM Madison County Volunteer Fire Company, Inc. Lauran Gordon & Troy C. 4:45 PM Rappahannock River Basin Commission Eldon James 4:55 PM Rappahamnock-Rapidan Regional Commission Patrick Mauney 5:05 PM Virginia Regional Transit Phil Thomas 5:15 PM SAFE Angie Abeijon 5:25 PM VCW-Piedmont Sarah Morton 5:45 PM Madison Learning Center Incorporated Frances Lacy 2. Additional Budget Presentations (Should Time Allow) - Finance Director & County Administrator a. Central Virginia Regional Jail b. Rappahannock Juvenile Detention Center C. Combined Court Public Comment Closed Session Adjourn MADISON COUNTY BOARD OF SUPERVISORS' MEETING Date: 3:00PM Thursday, March 6, 2025 Location: Admin. Building Auditorium, 414 N. Main Street MEETING #10 March 6th At a Budget Workshop (#2) oft the Board of Supervisors on Thursday, March 6th at 3:00PM in the Admin. Building Auditorium: PRESENT: R. Clay Jackson, Chair Carty Yowell, Vice-Chair Jud Buchanan, Member Dustin Dawson, Member (Arrived at 3:04 pm) James Jewett, Member Jonathon Weakley, County Administrator Brian Gordon, Deputy County Administrator Jennifer Warren, Finance Director Kimberly Turner, Deputy Clerk ABSENT: Hannon Wright, County Attorney 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 and mentioned that Supervisor Dawson would arrive in a few minutes. Supervisor Jewett made a motion to approve the agenda as presented, seconded by Supervisor Buchanan. Aye: Jackson, Yowell, Buchanan, Jewett. Nay: (0) Abstain: (0) Absent: Dawson. PUBLIC COMMENT Chairman Jackson opened the floor to public comment. With there being no further public comment brought forth, the public comment opportunity was closed. FY26 BUDGET WORKSESSION 1. Presentation of FY26 Budget Requests (Outside Agencies) Agency Presenter Requested Amount Central Virginia Partnership for Economic Helen Cauthen $10,000 Development Germanna Community College John Davis $4,000 Culpeper Soil and Water Conservation Greg Wichelns $40,814 District Foothills Housing Corporation John Reid $7,500 Madison Community Cats Connie Chamberlin $1,000 & Laurie Counts Aging Together Ellen Phipps $3,000 Madison County Fair Cathy Weaver & $1,200 Sarah Berry Madison County Library Bonnie Utz & Gary $187,600 Jones Encompass Community Supports Sheryl Reinstrom & $255,120 Lauren Williams Madison County Volunteer Fire Company, Lauran Gordon & $150,000 Inc. Troy Coppage Rappahannock River Basin Commission Eldon James $1,000 Rappahamnock-Rapidan Regional Patrick Mauney $16,996 Commission Virginia Regional Transit Mike Socha $7,000 SAFE Angie Abeijon $1,500 VCW-Piedmont Sarah Morton $2,805 Madison Learning Center Inc. Frances Lacy $10,000 The outside agencies listed above presented their FY26 Outside Agencies Funding Request Presentations. During the presentations, the following were highlighted: Central Virginia Partnership for Economic Development (CVPED): Supervisor Dawson arrived at 3:04 pm. Ms. Helen Cauthen from Central Virginia Partnership for Economic Development (CVPED) thanked the Board for their support and highlighted the partnership's efforts in Madison County. Ms. Helen Cauthen reviewed their marketing materials for Madison County and stated they share leads from the Virginia Economic Development Partnership. Ms. Helen Cauthen stated CVPED supported local economic priorities and collaborated with local partners like Tracy Gardner, Madison County's Economic Development & Tourism Director. Ms. Helen Cauthen informed the Board that CVPED was requesting an increase in funding from $0.50 to $0.62 per capita, justifying it with their efforts and transparency. The County Administrator mentioned they have an Economic Development Committee meeting coming up and CVPED has provided information for that. Germanna Community College: Mr. John Davis from Germanna Community College informed the Board that they are requesting $4,000 for local operating funds to support student activities, development, and recruitment. Mr. John Davis mentioned Germanna Community College has a lab school on the DTC campus and ai new building at the Locust Grove campus. Mr. John Davis stated they collaborate with Amazon Web Services for training in data center construction. Enrollment is steady, and Germanna Community College is preparing for potential increases due to recent federal cuts. Supervisor Buchanan inquired how many students from Madison County went to Germanna Community College. Mr. John Davis stated he could get that information and provide it at a later date. The County Administrator inquired ifDr. Gullickson was retiring. Mr. John Davis confirmed the upcoming retirement ofDr. Gullickson and the need for a new president. The County Administrator mentioned Madison does not have their own CTE school and inquired ift there were opportunities for Madison to partner with Germanna Community College for CTE classes. Mr. John Davis stated he believed this would be possible and reviewed other counties who participated in these programs. Chairman Jackson inquired about the Dual Enrollment Program in Madison County. Mr. John Davis responded that Madison has been a long partner with their Dual Enrollment Program and discussed upcoming funding options. Culpeper Soil and Water Conservation District: Mr. Greg Wichelns from Culpeper Soil and Water Conservation District explained the request formula based on population and workload, highlighting Madison County's significant contributions. Last year, Madison County received $3 million in agriculture work and $105,000 in septic cost shared last year. Mr. Greg Wichelns stated they have a new office in Orange and are actively involved in local conservation efforts. The district's education program and professional development for teachers remained intact. Mr. Greg Wichelns further discussed programs Culpeper Soil and Water Conservation District are actively doing. Chairman Jackson inquired about Chesapeake Bays reauthorization. Mr. Greg Wichelns responded that it was currently 2028 and he believed it would extend beyond that. Chairman Jackson inquired about the reason for the increase in the requested funds. Mr. Greg Wichelns responded that the increase in funding was to cover salaries, overhead, and IT costs. There was further discussion regarding the funding from previous years and common projects done by the Culpeper Soil and Water Conservation District. Foothillls Housing Corporation: Mr. John Reid from Foothills Housing Corporation stated they are requesting $7,000 for emergency home repairs and discussed the organization's financial stability. Foothills Housing Corporation has 168 affordable rental units and spends $120,000 annually on emergency home repairs. Chairman Jackson inquired how many rentals they had in Madison. Mr. John Reid stated Foothills Housing Corporation was interested in expanding Foothills Housing Corporation's operations in Madison County, seeking land or buildings for new projects. Foothills Housing Corporation collaborates with other organizations for emergency home repairs and has a waiting list for services. Chairman Jackson inquired what they could do to bring their services to Madison County. Mr. John Reid stated they would need affordable land or an old vacant building. Supervisor Buchanan inquired how clients would hear about Foothills Housing Corporation. Mr. John Reid stated a lot ofit is by word-of-mouth as well as the Social Services Offices. The County Administrator gave an overview ofthe Madison Day event and stated he would like to connect Foothill Housing Corporation with the folks responsible for Madison Day. Madison Community Cats: Ms. Connie Chamberlain from Madison Community Cats (Mad Cats) requested $1,000 to buy cat food for low-income residents, with a matching grant available. Mad Cats spayed and neutered 371 cats in Madison County last year, reducing the County's euthanization rate by 94%. Mad Cats provides no-cost spay, neuter, and vaccination services to low-income residents and pet owners. Supervisor Yowell inquired about the relationship with the Animal Shelter. Ms. Laurie Counts was also present and explained that the organization has a good relationship with the Madison County Shelter. Chairman Jackson mentioned the waiting list and inquired if they were seeing colonies decrease. Ms. Connie Chamberlain highlighted the importance of spaying and neutering to control cat populations and reducing euthanization. Aging Together: Ms. Ellen Phipps from Aging Together requested $3,000 to support their services in Madison County. Aging Together publishes a regional resource guide for older adults, which is used by healthcare professionals and social services. The organization trains businesses to be dementia- friendly and provides a friendly visitor program for isolated older adults. Aging Together receives around two hundred calls a year about caregiving issues and dementia. The organization collaborates with other counties to replicate successful programs and fill gaps in services. Ms. Valerie Ward, Madison County Social Services Director, spoke regarding the benefits of Aging Together and her appreciation of their partnership. Ms. Valerie Ward stated she supported their budget request. The County Administrator inquired ifthe Community Paramedicine Program was involved with Aging Together. Ms. Ellen Phipps agreed. Supervisor Yowell inquired where the resource guide or rack card was available. Ms. Ellen Phipps informed the Board where the resource guide could be located, which included the social services offices, libraries, pharmacies, and doctor offices. It is also available online for free. Chairman Jackson advised placing the resource guide on the Madison County website. Madison County Fair: Ms. Cathy Weaver & Ms. Sarah Berry from the Madison County Fair requested $1,200 for the premiums for the children's exhibits in the Home Farm and Garden building. The fair will celebrate the 30th anniversary oft the 1995 flood with the theme of "Mountain Streams and Barnyard Dreams.' " The fair features educational events, wrestling, a rodeo, a demolition derby, and music. The fair relies on volunteers and community support to operate, with a focus on educational activities for children and adults. The fair aims to break even each year to ensure its continuation, with no profit being the primary goal. Vice-Chairman Yowell referenced their 990 form and inquired about their assets. Ms. Sarah Berry stated the owned gates and animal panels. Ms. Cathy Weaver stated they rented the grounds from the Young Farmers. Ms. Cathy Weaver & Ms. Sarah Berry discussed discounts they offer to allow more people to attend the Madison County Fair. Supervisor Jewett inquired how the carnival rides' funding worked. Ms. Cathy Weaver responded that they did not pay for it but would receive a cut oft the profits. Supervisor Buchanan inquired ifthe Madison County Fair paid for insurance. Ms. Cathy Weaver & Ms. Sarah Berry agreed. 2. Additional Budget Presentations (Should Time Allow) - Finance Director & County Administrator a. Central Virginia Regional Jail (CVRJ) The County Administrator provided an overview ofthe Central Virginia Regional Jail's budget, noting no increase over last year. The jail's budget is based on a three-year average ofbed days for the inmate population. CVRJ has a healthy fund balance and is able to utilize additional funding for capital improvements. The Board had further discussion about the jail experiencing better retention of staff due to recent pay increases. The County Administrator emphasized the importance of the jail's financial stability and its impact on local budgets. Madison County Library: Ms. Bonnie Utz & Mr. Gary Jones from the Madison County Library requested an increase in funding. The library has seen a significant increase in Wi-Fi usage, with 709 individual uses in February alone. Ms. Bonnie Utz & Mr. Gary Jones explained that the library's budget was based on a state aid formula that fluctuates annually and highlighted the importance of maintaining the library's funding to avoid financial instability. The library serves a diverse community, including homeschoolers and non-fiction readers, and has a strong need for new books. Chairman Jackson suggested that the Board of Supervisors have a seat on the library's board due to their significant financial contribution. After further discussion, the discussion concluded with a commitment to explore the possibility of adding a Board ofSupervisors representative as a voting member to the library board. Supervisor Buchanan inquired about the comparison of patron visits for this year and last year. Ms. Bonnie Utz mentioned it was a little down but was significantly more than they lost during Covid. Supervisor Buchanan inquired about the renovation for the basement. Ms. Bonnie Utz stated they were working on preparing for it and explained the need and goal to move children downstairs to make space for entertainment and summer reading programs. Ms. Bonnie Utz mentioned the need for secure telehealth rooms and the importance of privacy. Vice-Chairman Yowell reference the library's 990 form which listed revenue at $372,000 and now they are budgeting for $319,000 and inquired the reasoning for that. Ms. Bonnie Utz & Mr. Gary Jones discussed the challenges of budgeting for unpredictable donations and the limitations of using endowment funds. There was further discussion regarding the endowment funds and the intent of the funds. Encompass Community Supports: Ms. Sheryl Reinstrom introduced herself and her role as Director of Finance. Ms. Sheryl Reinstrom outlined the strategic plan focusing on ease of access, increasing capacity, modeling best practices, and demonstrating fairness and opportunity. The plan included networking with local, state, and federal governments and being good stewards of limited resources. Ms. Sheryl Reinstrom highlighted the organization's growth and the need to update or create a new strategic plan due to current changes. Ms. Sheryl Reinstrom listed the organization's accomplishments, including standing up a winter shelter and increasing capacity to respond to community needs. The organization has sponsored community veterans' events, supported the Virginia Hub for Service Navigation, and raised awareness for mental health and suicide prevention. They have provided outpatient medical services, child psych services, and parent-child interaction therapy. Ms. Sheryl Reinstrom shared success stories of families benefiting from their services, including a family reunited through therapy. Ms. Sheryl Reinstrom detailed the behavioral health services provided, including outpatient medical services, child psych services, and parent-child interaction therapy. The organization has also provided intellectual developmental disabilities services, including day programs and telehealth services. They have seen an increase in the number of older individuals experiencing homelessness or housing insecurity. Ms. Sheryl Reinstrom emphasized the importance of providing services to meet the needs oft the community, including food services, emergency services, crisis services, and assessments. Ms. Lauren Williams provided an overview of the total budget for FY25, which is over $46 million, with a 17% increase over the previous year. The revenue highlights include state revenues, local sources, fees, federal sources, and other sources. The budget included personnel costs, staff development, facilities, equipment, travel expenses, consultant expenses, administration, and operating expenses. The funding requests for FY26 included a flat 5% increase across the board, with a focus on being sustainable and efficient. Vice-Chairman Yowell inquired how each counties contribution was calculated. Ms. Lauren Williams explained how they calculated each counties contribution. Chairman Jackson inquired about the potential reduction in programs. Ms. Sheryl Reinstrom reviewed grants they received previously that they will no longer receive. There potentially may be some reduction in Medicaid funds. Chairman Jackson inquired when Encompass Community Supports was opening their facility on Thrift Road. Ms. Sheryl Reinstrom responded that they would open this month. Madison County Volunteer Fire Company, Inc.: Ms. Lauren Gordon, President ofthe Fire Company, requested $150,000 for the upcoming year. The Fire Company is in the process of acquiring a new mini-pumper vehicle to access remote areas. Mr. Troy Coppage, Fire Chief, discussed the cost increase they are facing and thanked the Board for the new radio system. Supervisor Jewett inquired about potential new personal protective equipment requirements. Mr. Troy Coppage discussed the cost of personal protective equipment for firefighters, with a 10- year lifespan and significant costs for replacement. Rappahannock River Basin Commission: Mr. Elden James provided an overview of the Rappahannock River Basin Commission, its history, and its role in water resources and economic impact. The Commission serves as a forum for local and state elected officials to discuss water resources and economic drivers. Recent projects include a utility-scale solar report and a focus on data centers and their impact on energy demand and water usage. The Commission's meetings are streamed and recorded, and they work closely with the Regional Commission on environmental planning. Supervisor Buchanan inquired if the river basin and rivers have or have not improved in the last 29 years. Mr. Elden James stated they have improved, and they have learned a lot. Mr. Eldon James further discussed the things the Rappahannock River Basin Commission has learned and how it has changed over the years. Supervisor Jewett commended Mr. Eldon James for his work at the State government level. Kappahamnock-Rapadan Regional Commission: Mr. Patrick Mauney discussed the Regional Commission's request for a flat budget. The Commission completed the region's first comprehensive economic development strategy, which includes accessing additional funding for economic development. They are updating the Hazard Mitigation Plan to reduce the impact of disasters on economic loss and human life. The Regional Transportation Collaborative is expanding volunteer driver programs to fill gaps in rural transportation, with a focus on Madison County. Virginia Regional Transit: Mr. Mike Socha provided an overview ofVirginia Regional Transit and its services, including the Foothills Express. The Foothills Express primarily serves medical appointments,job searches, and education, with increasing requests for airport and Piedmont Technical Center services. The program has seen a significant increase in requests fulfilled, from 30% to 70%, due to the commitment ofindividual drivers. The program has received positive feedback from passengers and Mr. Mike Socha highlighted letters he received on how it impacted their lives. SAFE: Ms. Angie Abeijon discussed SAFE's services. The organization has seen a 20% increase in clients from Madison County and has created a new youth engagement coordinator position. SAFE is hosting an Annual Spring into Awareness event in April to highlight Child Abuse Awareness Prevention Month. The organization has expanded its shelter program to allow longer stays for clients to ensure they can leave independent and self-sufficient. The County Administrator inquired ifSAFE worked with Foothills Child Advocacy. Ms. Angie Abeijon agreed. VCW-Piedmont: Ms. Sarah Morgan discussed Virginia Career Works Piedmont's services, including workforce development for youth, adults, and dislocated workers. The organization provided $38,500 in tuition reimbursement for Madison County residents and supported local families in need. They are providing workforce services at the library to make them more accessible to the community. The organization is working to place individuals impacted by federal layoffs and ençourages businesses to collaborate on recruitment and retention strategies. There was discussion regarding how certain programs operate and how VCW-Piedmont partners with Madison County. Madison Learning Center Incorporated: Vice-Chairman Yowell mentioned he was on the Madison Learning Center Board and stated he would not be participating in this discussion. Ms. Frances Lacy discussed the Madison Learning Center's services, including early childhood education, before and after school care, and summer programs. The center has fifty-four children enrolled and forty-eight on the waiting list, with a need for more qualified staff to increase enrollment. The center participates in the Child Adult Care Food Program (CACFD), which reimburses some costs for meals. The center needs extensive building repairs, including HVAC units, roof repairs, and playground improvements. Supervisor Jewett inquired about the cost for enrollment. Ms. Frances Lacy reviewed the cost per age group and stated childcare is very expensive. Ms. Frances Lacy further explained the extensive building repairs and playground improvements. The Finance Director referenced the Madison Learning Center's 990 form and inquired about the significant loss of contributions in grants. Ms. Frances Lacy responded that it was Covid grant money. Supervisor Buchanan commended the Madison Learning Center and emphasized the need for childcare. Chairman Jackson inquired what the efforts were to attract educators. Ms. Frances Lacy stated it is a wonderful place to work. Ms. Frances Lacy shared about a new teacher who was doing well and is there because they love to be there. They try to be a family friendly environment. Chairman Jackson stated they would connect the Madison Learning Center with Ms. Sarah Morton. The County Administraotr inquired about the playground's maintenance needs and suggested using Woodberry Forest School on Madison Day. Ms. Frances Lacy shared a positive experience from the previous year's Madison Day, where local kids did the mulch and bushes. The playground requires significant work, including excavation, fence replacement, and pea gravel updates. Ms. Frances Lacy mentioned the need for excavators and the challenges that would be faced by Woodbury Forest School in managing the project. 3. Additional Budget Presentations (Should Time Allow) - Finance Director & County Administrator b. Central Virginia Regional Jail Discussed during Outside Agencies Budget Presentations C. Rappahannock Juvenile Detention Center The County Administrator presented the approved budget for the Juvenile Detention Center, noting a slight increase. Chairman Jackson asked about last year's budget. The County Administrator provided details, including a true-up. The Finance Director stated this year they received a true-up of$98,000 that was deducted. The Finance Director stated she expected to receive a similar sizeable true-up based on usage. The County Administrator advised not to bank on future true-ups, citing past fluctuations in budget adjustments. The County Administrator discussed the competitive nature of staffing in the juvenile detention centers, especially in Northern Virginia. d. Combined Courts The Finance Director reported that the Combined Courts does not request a budget increase for the upcoming fiscal year. The FY25 budget was $8,921, and they are on target with their spending. Vice-Chairman Yowell inquired about the composition of the Combined Courts. The County Administrator explained the 60-40 split with Orange County. The Finance Director mentioned there was a different version of the budget spreadsheet available. PUBLIC COMMENT Chairman Jackson opened the floor to public comment. With there being no further public comment brought forth, the public comment opportunity was closed. CLOSED SESSION None. ADJOURN With there being no further business to conduct, Supervisor Jewett 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 ofSupervisors Jonathon Weakley, Clerk Adopted on: March 25, 2025